How to Reschedule a Meeting: 6 Professional Email Examples & Tips

We’ve all been there: you schedule a meeting, only to have a conflict pop up or realize your key stakeholders can't make it. Whether the timing is off or the agenda just isn't ready, rescheduling is a normal part of a dynamic workflow.

The key to keeping it professional is clear communication. A well-crafted email ensures everyone stays in the loop without losing momentum.

Here is how to handle a reschedule with polish, along with templates to help you get it done quickly.

Modern email templates

1. The Last-minute pivot

Use this when something urgent blocks your path and you need a quick, no-friction move.

Subject: Rescheduling: [Project Name] Sync

Hi Team,

I need to move today’s session—something urgent just landed on my plate that requires my full attention. I’ve checked our shared availability and moved this to [Day/Time] on the calendar.

To keep us moving in the meantime, I’ve attached the AI meeting notes from our last conversation and the current status of our deliverables. If you have any blockers before we meet, drop them in the [Fellow/Slack] channel.

Sorry for the shift! [Your Name]

2. The "unexpectedly out" update

Use this for life events, sickness, or tech issues.

Subject: Out of office / Rescheduling [Meeting Name]

Hi [Name],

I’ve had an unexpected conflict come up and will be away from my desk for the rest of the day. Because of this, I’ve sent over a calendar invite to move our chat to [New Date/Time].

I’ve already updated our meeting agenda in Fellow with the points I wanted to cover so we can hit the ground running when I’m back. Feel free to add your notes there in the meantime.

Thanks for understanding, [Your Name]

3. The scheduling conflict

Use this when your schedule gets double-booked and you need to prioritize.

Subject: Moving our [Meeting Name] chat

Hey [Name],

I have a scheduling conflict for our original time, and I want to make sure I’m 100% focused when we speak.

I’ve proposed a new time for [Date/Time] that looks clear for both of us. If that doesn't work, feel free to grab a different slot on my [Link] Calendar Link here.

Looking forward to catching up on [Project Name]!

Best, [Your Name]

5 reasons to reschedule a meeting

When any of the below happen, it might be time to send that reschedule-a-meeting email.

• You’ve double-booked. Since you can’t be in two places at once, choose one of your obligations to reschedule.

• Your most important attendees can’t make it. Your meeting won’t be as effective without your core contributors in the room.

• You just aren’t prepared. Although AI-generated pre-meeting briefs take much of the prep work out of meetings, sometimes you just aren’t ready for your next team gathering. In that case, send a reschedule-a-meeting email and find a time when you’ll be fully good to go.

• You have an emergency. As great as meetings are, even if you love your team and your job, urgent personal matters come first.

• You’re facing technical issues. In the extremely rare case that your meeting management software or slideshow technology isn’t working, find a new meeting time.

Best practices for sending an email to reschedule a meeting

Now that you know how to write an email to reschedule a meeting, you’re ready to learn some additional meeting rescheduling best practices.

Be timely in communicating

A last-minute meeting postponement can be especially frustrating for attendees. Maybe they’ve planned their whole day around your meeting, or maybe they’ve really been needing to share their thoughts on the meeting’s subject matter. Timely communications are key to minimizing unhappiness and getting everyone on board with your meeting scheduling request. Send your email the moment you know a change is necessary—the earlier, the better.

Apologize for any inconvenience

You don’t want to become the team member who cried wolf—as in, the person who keeps on rescheduling meetings. If that happens, people might simply stop scheduling meetings with you. A great measure to counteract this is thoroughly apologizing for any inconvenience your meeting rescheduling request is causing. This flows nicely after you express appreciation in your email:

Provide clear information

One of the very best tips for rescheduling a business meeting is to be as clear as possible in everything you write. For starters, your email should directly state when the meeting was originally scheduled for, as well as your ideal new date and time. You might also want to name the meeting’s subject matter and, for clients or vendors, state your name and your organization’s name. Here’s an example:

Hi [client name],

This is [your name] from [organization name]. I’d like to reschedule our meeting currently scheduled for [day], [date], at [time].

Keep it brief

In general, professional emails should be concise and to the point, but this is especially true for meeting rescheduling emails. You’re requesting that people alter their schedules for you, and that’s a big move, so a direct ask is best. Brevity and directness go hand in hand.

Keep your email to just a few lines—the fewer, the better. Write only as much as you need to properly send an email to reschedule a meeting and no more.

Follow up (if there’s no response)

As important as your meeting rescheduling email might be, you’re never guaranteed a response. If you don’t hear back from someone you’ve emailed between when you hit “send” and when your original meeting was set for, follow up. Your follow-up email should be even shorter than your first one—it might look as follows.

Hi [name],

Can you please let me know whether we can reschedule this meeting to [day], [date], at [time]? Thanks in advance, and I apologize again for the inconvenience.

Best regards,

[Your name]

It’s not the best feeling when you have to reschedule a meeting. You might worry that you’re dropping the ball, letting your team down, or upsetting everyone. All these anxieties are understandable, but when you send a well-worded, considerate meeting rescheduling email, chances are everyone will gladly cooperate. From there, you’re all set to have yet another great meeting, just at a new date and time. Don’t forget to use Fellow to generate a meeting agenda, take meeting notes, and follow through on your conversation when you do meet!

Ditch the manual drafting: Let AI do it

We’ve all been there: a conflict pops up, a stakeholder drops out, or the agenda isn't ready. Rescheduling is part of a fast-moving workflow, but you shouldn't have to waste ten minutes agonizing over the "perfect" wording.

Fellow’s AI features handle this for you. Instead of starting from a blank page, you can use AI to:

• Summarize the context: It can reference the previous meeting's action items or notes so the recipient knows exactly why the move is happening.

• Keep the momentum: AI can draft a summary of what's happened since you last spoke, ensuring the rescheduled meeting is even more productive.

FAQ

How do I reschedule a meeting without being rude?

The most professional way to reschedule is to do it as early as possible, provide a brief reason, and immediately offer a new time. Using an AI tool like Fellow to share pre-meeting notes ensures the team knows the project is still a priority.

Should I send an email or just move the calendar invite?

Always do both. Send a brief email or Slack message to provide context, then update the calendar invite so the digital "placeholder" is accurate.

How can AI help with meeting rescheduling?

AI meeting assistants like Fellow can summarize previous discussions to keep the momentum alive even when the date shifts. They also help by automating agenda creation, so you’re fully prepared for the new time slot without extra manual work.

Is it okay to reschedule a meeting last minute?

Yes, provided it is for a valid reason like an emergency or a critical project conflict. In these cases, brevity and a sincere apology are key.