5 Great Reschedule Email Templates To Copy & Paste

Life happens, and sometimes, rescheduling is simply part of the deal. It’s a common professional task, but how you handle it says a lot.

Using a template is a game-changer. It helps you communicate clearly and gracefully, even when you're in a hurry to update your calendar.

Tips for Writing Reschedule Emails

• Get straight to the point in your subject line. Something like ‘Reschedule Request: [Meeting Topic]’ is clear and direct, so your recipient knows exactly what the email is about before they even open it.
• Acknowledge the inconvenience with a simple apology. You don’t need to over-explain. A quick ‘Apologies, but a conflict has come up and I need to move our meeting’ is polite and professional.
• Make it easy for them. Instead of putting the work on the other person with a vague ‘When are you free?’, offer two or three specific new time slots. This shows you respect their time and makes a quick confirmation more likely.
• Confirm the change. Once a new time is agreed upon, send a fresh calendar invite to make it official. This simple step ensures everyone’s calendar is updated and avoids any confusion down the line.

Types of Reschedule Email Templates We Will Cover

1. Rescheduling a Meeting
2. Rescheduling an Interview
3. Rescheduling an Appointment
4. Rescheduling an Event
5. Rescheduling a Call

5 Reschedule Email Templates

1) Meeting Reschedule Email Template

<template>

Subject: Reschedule: [Meeting Topic]

Hi [Recipient Name],

I’m writing to request we reschedule our meeting on [Original Date] at [Original Time]. I sincerely apologize for any inconvenience, but an unforeseen conflict has come up.

I'm still looking forward to our conversation about [Meeting Topic]. I have a few alternative times below—please let me know if any of these work for you.

• [New Date] at [New Time]
• [New Date] at [New Time]
• [New Date] at [New Time]

If none of these times are suitable, feel free to suggest another time that works with your schedule. I'll send a new calendar invitation as soon as we've confirmed.

Thank you for your understanding.

All the best,

[Your Name]

[Your Position]

[Company Name]

</template>

2) Interview Reschedule Email Template

<template>

Subject: Reschedule Request: Interview for [Job Title]

Hi [Recipient Name],

I’m writing to request a new time for my interview for the [Job Title] position, originally scheduled for [Original Date] at [Original Time]. I apologize for any inconvenience this may cause.

I remain very enthusiastic about the opportunity to discuss this role with you and the team at [Company Name].

Would any of the following times work for a rescheduled interview?

• [New Date] at [New Time]
• [New Date] at [New Time]
• [New Date] at [New Time]

If these times don't work with your schedule, please let me know what does. I look forward to connecting soon.

Thank you for your understanding.

Best regards,

[Your Name]

[Your Phone Number]

[Your Email Address]

</template>

3) Appointment Reschedule Email Template

<template>

Subject: Reschedule Request: Appointment on [Original Date]

Hi [Recipient Name],

I’m writing to request a new time for our appointment, which is currently scheduled for [Original Date] at [Original Time]. I apologize for any inconvenience this may cause.

I'm still looking forward to our appointment about [Purpose of Appointment]. Would it be possible to move our session to one of the times below?

• [New Date] at [New Time]
• [New Date] at [New Time]
• [New Date] at [New Time]

If these times don’t work, please let me know what your schedule looks like. I’ll send an updated confirmation once we find a new time.

Thank you for your flexibility.

Best,

[Your Name]

[Your Contact Information]

</template>

4) Event Reschedule Email Template

<template>

Subject: Important Update: [Event Name] Has Been Rescheduled

Hi [Recipient Name],

We're writing to inform you that [Event Name], originally scheduled for [Original Date], has been moved. We sincerely apologize for any inconvenience this may cause.

The event will now be held on [New Date] at [New Time], at [Venue/Location].

Your ticket or registration is automatically valid for the new date, so no further action is needed on your part. We are still excited to share [Briefly mention event purpose or highlight] with you.

Thank you for your understanding. We look forward to seeing you there.

Best,

[Your Name]

[Event Organizer/Company Name]

</template>

5) Call Reschedule Email Template

<template>

Subject: Reschedule: Call about [Call Topic]

Hi [Recipient Name],

I’m writing to request we reschedule our call planned for [Original Date] at [Original Time]. I apologize for the last-minute change, but something has come up that I can't move.

I'm still keen to connect about [Call Topic]. I've listed a few alternative times below. Let me know if one of these works for you.

• [New Date] at [New Time]
• [New Date] at [New Time]
• [New Date] at [New Time]

If none of these times are a good fit, please suggest what works best on your end.

Thanks for your flexibility.

All the best,

[Your Name]

[Your Position]

[Company Name]

</template>

What About Using Flodesk?

While these templates are perfect for one-off reschedule emails, managing your broader email communications requires a more robust tool. Flodesk provides intuitive email marketing tools designed for small businesses, helping you grow and monetize your email list effortlessly. You don't need any coding or design experience to create, send, and automate emails that engage your audience.

Trusted by over 100,000 businesses, Flodesk helps beginners and experts send well-designed, high-converting emails in a radically simple way. With the world’s most intuitive email builder, powerful automations, and beautiful forms, our platform gives you everything you need for effective email marketing—without the complexity.

Wrapping Up

Having the right words on hand makes rescheduling a straightforward task rather than a stressful one. These templates provide a solid foundation for clear and professional communication in any scenario.

When you’re ready to bring that same intention to all your email communications, Flodesk is here to help. Sign up to start creating emails that connect with your audience.