How to Reschedule a Meeting Politely in English

Rescheduling a meeting politely can be stressful, especially if English is not your first language. However, using polite and professional phrases can help you handle the situation smoothly. This guide will provide you with useful phrases and examples for how to reschedule a meeting politely in a professional and respectful way.

How To Reschedule a Meeting (With Template, Example and Tips)

Why You Should Reschedule a Meeting Politely

Being able to reschedule a meeting politely is an essential business skill. It shows professionalism, respects other people’s time, and helps maintain good relationships. Whether you are changing the meeting due to a scheduling conflict or an emergency, using the right phrases will make a positive impression.

How to Cancel a Meeting Professionally

Polite Phrases for How to Reschedule a Meeting Politely

1. Apologizing for the Inconvenience

Before requesting a schedule change, acknowledge that you might be causing inconvenience. Here are some polite ways to start:

• “I’m sorry for the short notice, but I need to reschedule a meeting politely.”
• “I apologize for any inconvenience this may cause.”
• “I hope this doesn’t cause too much trouble, but I need to reschedule a meeting politely.”

2. Requesting a New Time

Once you have apologized, suggest an alternative time:

• “Would it be possible to reschedule a meeting politely for [new date and time]?”
• “Could we move our meeting to [new time] instead?”
• “Would [alternative date] work better for you?”

3. Offering Flexibility

If you are open to different times, express flexibility:

• “I’m available on [two or three dates]. Please let me know which works best for you.”
• “Please let me know a convenient time for you, and I will do my best to adjust.”
• “If my suggested time doesn’t work, I’m happy to find another suitable time.”

4. Confirming the New Meeting Time

Once you agree on a new time, confirm it politely:

• “Thank you for your understanding. Let’s confirm the meeting for [new time].”
• “I appreciate your flexibility. I’ll send a calendar invite for [new date and time].”
• “Thanks for rescheduling a meeting politely. I look forward to our meeting at [new time].”

How to Write I’m Not Feeling Well Message In English

Example Scenarios to Reschedule a Meeting Politely

Scenario 1: Rescheduling a Meeting Politely Due to a Conflict

Email Example:

Subject: Request to Reschedule a Meeting Politely

Dear [Name],

I hope you’re doing well. I’m reaching out because I have a scheduling conflict and need to reschedule a meeting politely originally set for [original date and time]. Would it be possible to move it to [new date and time]? If that doesn’t work for you, I’m happy to adjust to your availability.

I apologize for any inconvenience and appreciate your flexibility. Please let me know what works best for you.

Best regards,[Your Name]

Scenario 2: Rescheduling a Meeting Politely Due to an Emergency

Phone Conversation Example:

You: Hello [Name], I hope I’m not catching you at a bad time. Unfortunately, I have an urgent matter and won’t be able to attend our meeting as planned. I sincerely apologize. Would you be available to reschedule a meeting politely for [alternative date and time]?

Colleague: No problem at all. [Alternative date] works for me.

You: That’s great. Thank you for your understanding. I’ll send a new meeting invite shortly.

How To Write an Email To Reschedule a Meeting (With Tips)

Final Tips Before The End

• Be prompt: Notify the other person as soon as you know you need to reschedule a meeting politely.
• Be respectful: Show appreciation for their time and flexibility.
• Be clear: Suggest specific new times and confirm the final decision.

By following these steps, you can reschedule a meeting politely and professionally in English.

How To Reschedule A Meeting: Template, Example And Tips

Want to Improve Your Business English?

Learn more professional phrases and boost your confidence by signing up with Learn Laugh Speak today!