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 👇
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.
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Subject: Request to reschedule our meeting Hi [Name], I hope you’re doing well. I’m writing to let you know I’ll need to reschedule our meeting originally set for [original date and time]. I apologize for the inconvenience. Unfortunately, [brief reason — e.g., "a scheduling conflict has come up," or "a personal matter requires my attention"]. Would any of these times work for you instead? Alternatively, feel free to choose a time that works for you using my [scheduling link]. Thanks so much for your understanding. I look forward to reconnecting soon. Best, |
💡 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.
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Subject: Need to reschedule our meeting Hi [Client’s name], I hope you’re doing well. I’m writing to let you know I’ll need to reschedule our meeting originally set for [original date and time]. I apologize for any inconvenience this may cause. Unfortunately, [brief reason — e.g., "a client project deadline has shifted," or "a personal matter requires my attention"]. Please feel free to choose a new time that works best for you using my [scheduling link]. Thanks so much for your understanding. I look forward to reconnecting soon. Kind regards, |
Last-minute rescheduling will require you to craft a message that’s professional while acknowledging the short notice.
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Subject: So sorry—need to reschedule our meeting Hi [Name], I hope you’re doing well. I’m really sorry, but I need to reschedule our meeting originally set for [original date and time]. I know this is short notice, and I apologize for any inconvenience. Something’s come up that needs my attention—[brief reason — e.g., "something urgent has come up," or "a personal emergency needs my attention"]. Please grab a new time that suits you using my [scheduling link]. Thanks so much for your understanding, and I really appreciate your flexibility. Best regards, |
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.
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Subject: Apologies—need to reschedule our meeting Dear [Name], I wanted to reach out because I’ll need to reschedule our meeting originally set for [original date and time]. I’m so sorry for the inconvenience. I just realized I’ve double-booked myself, so this one is totally on me! If you could kindly pick a new time that works best for you using my [scheduling link], I’d really appreciate it. Thanks so much for your understanding! Best, |
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📌 Get better at handling scheduling conflicts. Read our guide where we teach you how to prevent and manage scheduling conflicts like a pro. |
If another commitment overlaps with your scheduled meeting, use this template to handle the situation professionally and politely.
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Subject: Quick change—need to reschedule Hi [Name], I ran into a bit of a scheduling jam and, unfortunately, our meeting on [original date and time] overlaps with another commitment I can’t move. I’m truly sorry for the hassle—I know your time is valuable. Whenever you have a moment, feel free to pick a new time that works best for you via my [scheduling link]. Really appreciate your flexibility, and I’ll make sure this doesn’t happen again. Regards, |
If something urgent comes up unexpectedly, this template helps you reschedule without oversharing but still shows empathy and professionalism.
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Subject: Quick update—rescheduling our meeting Dear [Name], Unfortunately, an unexpected issue has come up that needs my immediate attention, so I’ll have to reschedule our meeting planned for [original date and time]. I’m so sorry for any disruption this causes. Here’s my [scheduling link] to pick a time that works best for you. Again, I’m really sorry about this. I hope to catch up soon! Kind regards, [Your name] |
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.
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Subject: Rescheduling our team meeting Hi team, We’ll need to reschedule our meeting planned for [original date and time]. Apologies for the change. [Brief reason — e.g., "another event is overlapping with our scheduled time," or "there’s a conflict we need to work around."] I’d like to propose two new times:
If neither is doable, just let me know by replying to this email, and I’ll try to find another time. Thanks, everyone! |
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.