How to reschedule a meeting politely, with templates
Apologise once, give the reason in a sentence, and offer two or three new times in the same message. The rudest part of most reschedules is leaving the other person to restart the scheduling from nothing.
The three things a reschedule message must do
Apologise once. One 'sorry' is courteous; three reads as anxious and makes the message about you. Give the reason briefly and honestly, without detail nobody needs: 'a client deadline has moved' is enough.
Then offer new times in the same message. 'Can we find another time?' sends the other person back to their calendar to propose something, and the thread starts again. Two or three specific options, with the time zone, closes it in one reply.
Last, update the calendar invitation itself. If the old entry stays in place, someone will turn up to it.
How much notice to give
As much as you can, and as soon as you know. A reschedule sent the moment the conflict appears is a minor admin task for everyone. The same message sent an hour before the meeting means someone has already prepared, cleared their afternoon or, for an external guest, possibly travelled.
With less than a day's notice, send a direct message as well as the email, because email may not be seen in time. With less than an hour, call or message, then follow up in writing.
If the meeting no longer needs to happen, say so and cancel it. Rescheduling something that has lost its reason just postpones the cancellation.
Rescheduling with a colleague
Internally, keep it short. Most colleagues would rather have a two-line message and a new time than a careful paragraph.
Hi [Name], sorry, I need to move our [time] today, [brief reason]. Could we do tomorrow at 10:00 or 15:00 instead?
Subject: Moving [meeting] to later this week
Hi [Name], I need to move our meeting on [day], sorry about that. [Brief reason.] Would one of these work instead? - [day, date], [time] - [day, date], [time] - [day, date], [time] I'll update the invite as soon as you pick one. Thanks, [Your name]
Find a time with a poll
Propose a few slots, share one link and let the group vote. Guests don't need an account.
Rescheduling with a client or external contact
With someone outside your organisation, the reschedule is a small test of how reliable you are, so be prompt and make it easy to agree. Give the times in their zone, take responsibility without grovelling, and if they have already moved things to fit you, acknowledge it.
Subject: Request to reschedule our meeting on [date]
Dear [Name], I'm sorry, but I need to ask to move our meeting on [day, date] at [time]. [Brief reason, e.g. A delivery deadline has moved and I won't be able to give our discussion proper attention.] I can offer any of the following ([their time zone]): - [day, date], [time] - [day, date], [time] - [day, date], [time] If none of these suit, please let me know what does and I will fit around you. Kind regards, [Your name]
Subject: Today's [time] call, can we move it?
Hi [Name], Apologies for the short notice. [Brief reason] and I won't be able to make our call at [time] today. Could we do [tomorrow / day] at [time] or [time] ([time zone])? I'll send a new invite as soon as you confirm. Sorry again, [Your name]
Rescheduling a group meeting
Moving a meeting with five people is a new scheduling problem, not a small edit to the old one. Picking a new time yourself and sending it out usually produces a couple of declines and a second reschedule.
Send the change and a short poll together, with a clear date by which you will decide. That way the people who answer first are not the only ones who get a say, and nobody has to reply-all.
Subject: [Meeting] is moving, please pick a new time
Hi all, [Meeting] on [day] can't go ahead as planned, [brief reason]. Sorry for the change. I've put a few new options here, tick every one that works for you: [poll link] Please answer by [day] and I'll send the updated invite the same afternoon. Thanks, [Your name]
When someone asks you to reschedule
Reply quickly and make it easy for them. If they offered times, accept one. If they did not, offer yours rather than asking them to try again.
Subject: Re: [original subject]
Hi [Name], No problem at all. [Day] at [time] works for me, I'll look out for the updated invite. Best, [Your name]
Subject: Re: [original subject]
Hi [Name], That's fine, thanks for letting me know. I could do any of these instead ([time zone]): - [day, date], [time] - [day, date], [time] Otherwise send me a time that suits you. Best, [Your name]
What to avoid
Rescheduling the same meeting twice. The second time, the other person reasonably concludes it is not a priority for you. If you are not sure the new slot will hold, pick one further out that will.
Moving it silently in the calendar with no message. People notice the change only when they are already sitting in the old slot. And over-explaining: a long reason reads like an excuse, while a short one reads like a fact.