Reschedule a Meeting

Life happens. Whether you have a last-minute emergency, a conflict arose, or you simply need more time to prepare, here is how to reschedule a meeting professionally.

1. The Advanced Notice (24+ hours out)

Polite, brief, and provides immediate alternatives.

Subject: Rescheduling our meeting: [Topic/Project]

Hi [Name],

I am looking forward to connecting about [Topic]. Unfortunately, a conflict has come up on my end for our scheduled time on [Date/Time].

Could we push this to later in the week? I am currently available at these times:
• [Option 1: Day, Time, Timezone]
• [Option 2: Day, Time, Timezone]

Let me know if either of those work, or if another time is better for you. Apologies for the inconvenience!

Best,
[Your Name]

2. Same-Day Emergency Reschedule

When you are sick or an urgent fire drill pulls you away. Keep it sincere but avoid over-explaining.

Subject: Urgent: Need to reschedule today's meeting

Hi [Name],

I'm so sorry for the late notice, but an unexpected [emergency/urgent matter/health issue] just came up, and I won't be able to make our meeting today at [Time].

I know your time is valuable, and I hate to disrupt your schedule. I will reach out [tomorrow / later this week] with some alternative times so we can get this back on the calendar.

Thanks for understanding,
[Your Name]

3. Rescheduling with a Client

Clients require a more formal tone and maximum flexibility.

Subject: Adjusting our meeting time - [Your Company]

Hi [Name],

Please accept my apologies, but I need to request a reschedule for our upcoming meeting on [Date] regarding [Project].

I want to ensure I give this discussion my full attention, and due to an unavoidable conflict, I won't be able to join at our original time.

Would you be available on [Option 1] or [Option 2]? If neither works, please let me know what days look good for you, and I will adjust my schedule accordingly.

Thank you for your understanding,
[Your Name]

4. Rescheduling with your Manager

Direct, honest, and focused on priorities.

Subject: Moving our 1:1 today

Hi [Manager's Name],

I'm currently heads-down finalizing [Important Project] ahead of the deadline. Could we move our 1:1 to tomorrow so I can keep my momentum going on this?

I don't have any blockers right now, but I will send over my weekly update async by EOD.

Thanks,
[Your Name]

5. Rescheduling an Interview

Highly apologetic and extremely prompt to show you are still interested.

Subject: Reschedule Request: Interview with [Your Name] for [Role]

Dear [Recruiter/Hiring Manager],

I am very much looking forward to speaking with you about the [Role] position. However, I have had a sudden and unavoidable conflict arise for our scheduled time on [Date/Time].

I am incredibly sorry for the inconvenience this causes your team. Is it possible to reschedule our conversation for later this week?

I am wide open on [Day] between [Time] and [Time]. I am happy to make myself available outside of standard hours if necessary.

Thank you for your time and understanding,
[Your Name]
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Running late instead?

If you just need a few minutes, check out What to Say When You Are Late to a Meeting.