7 Professional Reschedule Meeting Email Templates (+ Best Practices)

Need to reschedule a business meeting or appointment, but not sure what to say? Emergencies happen, calendars get double-booked, and sometimes, plans just have to change. 

In this blog post, we’ll share seven reschedule meeting email templates for all kinds of situations, so you’re never stuck wondering how to word your message.

Here we go!

Nobody really wants to reschedule a meeting. Especially if it’s a last-minute thing. But in business (and in life), sometimes you just have to.

Maybe something urgent comes up. Maybe you’ve got a personal commitment you can’t get out of. Or a double-booking—these still can happen, believe it or not!

The other week, where I live in Spain, we had this huge blackout that knocked out power across almost the whole country. And of course, it happened on a Monday when I had a client meeting scheduled. The internet was down, and my phone wasn’t working either. I was completely cut off.

What stressed me out most wasn’t the fact that I’d miss the meeting—it was that I couldn’t even let my client know what was going on. I had no way to reach out and reschedule. Thankfully, they’d seen the news and figured out why I didn’t show up.

But anyway, no matter what the situation is, if you’re able to (not in my case 😭), let the other person know as soon as you can. In the next section, we’ll cover exactly how to do that.

A quick email or message explaining what’s going on and suggesting a few new times to meet is usually enough. Just make sure to stay professional so you can maintain a good relationship with your client. 

Follow these simple rules to get your message right every time 👇

• Be clear and concise: Don’t over-explain or get too personal. Just state the reason briefly and propose new times.
• Let them know ASAP: The sooner you reach out, the more flexibility the other person has to adjust. Cancelling at the last minute can be disruptive and cause unnecessary stress.
• Take accountability: Even if the conflict wasn’t completely your fault, own the situation and apologize for the inconvenience. Taking responsibility shows professionalism and builds trust with clients and colleagues.
• Be polite but confident: You can reschedule without sounding uncertain or overly apologetic. Stay professional and keep the tone positive.
• Offer new times (or include your booking link): Make it easy for them to choose a new slot. Share your calendar booking link to avoid the hassle of back-and-forth emails trying to agree on the new time. Don’t have one? Try YouCanBookMe (YCBM)—an online scheduling tool that lets you create a free booking page and share a simple booking link with your clients.

Create your free booking page

You don’t have to go back and forth over email with your client trying to agree on a time or reschedule. Just send your booking link and let them pick a time that works.

Let’s get to the email examples next!

If you’re looking for a simple, general meeting reschedule email, this one works perfectly. It keeps the explanation to a minimum but still includes a polite apology and gives the recipient easy options to pick a new time.

💡 Tip: Even if you’ve already rescheduled a meeting, it’s still a good idea to send a meeting reminder email closer to the new date. That way, your client won’t forget when you’re meeting. Plus, you want to avoid potential no-shows!

If you need to reschedule a meeting with a client, this template keeps the message polite and professional. It includes a clear reason and makes it easy for the client to pick a new time.

Last-minute rescheduling will require you to craft a message that’s professional while acknowledging the short notice. 

If you’ve accidentally double-booked yourself, this template helps you explain the situation clearly and professionally. It includes a brief reason, a sincere apology, and an easy way for the other person to pick a new time.

If another commitment overlaps with your scheduled meeting, use this template to handle the situation professionally and politely.

If something urgent comes up unexpectedly, this template helps you reschedule without oversharing but still shows empathy and professionalism.

Lastly, we have a template if you need to reschedule a team meeting. This template makes it easy to let your team know about the change and how to pick a new time.

Wrapping up

Even with great planning, meetings sometimes need to be moved. These email templates will help you say the right thing—but what if you could also make rescheduling simple for everyone?

With YouCanBookMe, you can:

✅ Share a customized booking page that reflects your brand
✅ Automate meeting reminders, confirmations, and follow-ups
✅ Allow clients to reschedule themselves without back-and-forth emails
✅ Manage reschedules directly in your calendar or through your YCBM dashboard

Thousands of coaches, consultants, and small business owners trust YouCanBookMe to save time and keep their schedules running smoothly.

Start for free today—no credit card required.

FAQ

How do I email for a rescheduled appointment?

First of all, make sure you send the email as soon as you know you won’t be able to make the original appointment. Don’t wait until the last minute. Use a clear subject line that lets the person know you’re rescheduling (something like “Request to reschedule appointment” works well).

In the email itself, apologize for the change, briefly explain why you need to reschedule, and offer a couple of new times to meet. If you’d rather not go back and forth, include a scheduling link so they can pick a time that works best for them.

How do you respectfully reschedule?

It’s important to give as much notice as you can. As soon as you realize you need to move the meeting, reach out. Start by apologizing for the change, then give a quick reason so the other person knows what’s going on (you don’t need to overshare, just a simple explanation). After that, suggest alternative times that might work or share your scheduling link so they can pick what’s easiest for them. And always thank them for their understanding—you don’t want to burn bridges with your clients