There is a thin line between rescheduling and canceling an appointment. Rescheduling appointments means you’re still interested in the meeting and want the other party to know.
As an individual or company, it is normal to reschedule meetings. While you may want to control and prioritize everything, trying to account for all eventualities is unrealistic.
At some point, unforeseen circumstances are going to rear their heads. And if this happens in the face of a scheduled appointment, there’s only one option: reschedule the appointment via email.
What is an Email Rescheduling an Appointment?
We’re going to define this for the sake of continuity. A rescheduling appointment email informs participants about an appointment's change of date or venue. A rescheduling appointment email provides the reason for the cancellation and informs the participants when they’ll reconvene.
When writing an email rescheduling an appointment, make sure to inform the participants well beforehand. This cannot happen all the time as some emergencies are beyond your control, but if that’s not the case, inform the participants well before the meeting is due.
In doing the above, you give the participants time to engage in other activities they may have put aside for the sake of the appointment.
Tips to Keep in Mind When Writing an Email to Reschedule Appointment
When writing an email to reschedule appointments, there are guides you must follow. Writing your email with these steps ensures a proper rescheduled appointment email.
Here are some steps you can take:
- Your Subject should contain the content of the information: When writing professional emails, some people follow the “cryptic subject” pattern, i.e., they refrain from discussing the content of the email in the subject.
An example of subject lines is “Reschedule Appointment” and “Meeting rescheduling” The aim is to let the recipients know the email's content by looking at the subject line.
- Ensure the email is personalized: If you’re rescheduling a meeting with multiple recipients, it’s okay to respond to them as “everyone.” But if you’re rescheduling a meeting with one or two persons, it is essential to ensure the email is personalized. One of the major ways to personalize an email is by addressing the recipients by their names.
- Send the rescheduling email in advance: As explained above, sometimes, an emergency forces you to reschedule a meeting on the day of said meeting. If this is not the case and you know beforehand that you’re going to reschedule an appointment, you must send the email immediately after making the decision.
In doing this, you give the recipients time to rearrange their schedules.
- Apologize for canceling and explain why: An email rescheduling an appointment should begin with an apology. Make sure to apologize for any inconvenience rescheduling the appointment will cause them.
By explaining the rescheduling, you’re telling the recipient that you value their time. If the reason behind the cancellation is beyond your powers, state this in the email. If it’s due to an emergency, personal or otherwise, touch on it briefly.
- Propose a new date for the rescheduling: In doing this, you’re telling the recipients that you’re still interested in meeting with them. Suggest a time and ask them if they’re okay with the time you chose, and if they’re not, propose a date based on their calendars.
- Thank them and end the email: After doing everything stated above, the only thing left in the email is to thank them for their consideration.
NB: When sending an email rescheduling an appointment, make sure to include that they acknowledge. If you don’t get a response to your email, try calling or texting them. This is to ensure they received your email and do not attend the meeting that’s already been rescheduled.
Reschedule Appointment Emails Template and Samples
In this part of the article, we’ll write some templates and samples that can serve as a compass when you need to write your rescheduling appointment email.
Formal Email Rescheduling Appointment Template
Dear Mr./Mrs. (Name), I'm sending this email to reschedule our appointment that was slated for the (date of the appointment). I was looking forward to seeing you and discussing our plans extensively, but its unfortunately not going to be possible because (provide the reason for scheduling the appointment) We can reschedule for the (new proposed date). Please let me know if you're comfortable with this date. If not, please let me know when is suitable for you. Please call or text me to discuss this over the phone. I sincerely apologize for rescheduling this meeting on such short notice. Let's get together sometime soon and discuss this. Sincerely, (Your name)
Informal Rescheduling Appointment Email Template
Hello, (Recipient's name) I'm emailing to reschedule our appointment that was supposed to hold on the (date of the appointment). I have to reschedule because (reason for rescheduling) and will be unable to make it. My apologies for the inconvenience. Can we reschedule for (new proposed date) if it's okay with you? Kind regards, (Your name)
Formal Email Rescheduling Appointment Sample
Dear Mr. John I'm emailing to reschedule our appointment for the 15th of June. I was looking forward to seeing you and discussing our plans extensively, but it's unfortunately not going to be possible because I will be out of town that day for an impromptu business trip. Can we reschedule for the 30th of June? Please let me know if you're comfortable with this date. If not, please let me know when is suitable for you. Please call or text me to discuss this over the phone. I sincerely apologize for rescheduling this meeting on such short notice. Let's get together sometime soon and discuss this. Sincerely, Daniel Confidence
Informal Rescheduling Appointment Email Sample 1
Hello James, I'm emailing to reschedule our appointment that was supposed to hold on the 15th of May. I have to reschedule because I have a medical emergency fixed for that day and cannot make it to our meeting. My apologies for the inconvenience. Can we reschedule for the 30 of June if it's okay with you? Kind regards, Confidence Daniel
Informal Rescheduling Appointment Email Sample 2
Dear Sam, I was looking forward to our appointment and am excited to hear all your ideas. Unfortunately, I will have to reschedule as I cannot make it that day due to a family emergency. I’m still very interested in our appointment and would like to reschedule it for exactly a week from the previous date. Please let me know if that time works for you. I apologize for any inconvenience this may have caused you. Sincerely, Jim Carrey
Informal Rescheduling Appointment Email Sample 3
Dear Anabel, I was looking forward to our appointment on May 29. Sadly, I have to reschedule as my son has surgery slated for that time. I'd like to proceed with the meeting on June 7 if that date is okay with you. If that day does not work for you, please reach out to me, and we'll decide on a better time. I apologize for any inconvenience this may have caused. James Regan
If you’re rescheduling the last meeting appointments, you should skip emails and opt-in for a call or a text instead. If you’re close with the email recipient, skipping emails and opt-in for calls may be better.
In this article, we’ve listed everything needed to reschedule an appointment effectively.