Every now and then, you have no choice but to reschedule an appointment. Unforeseen circumstances put you in a position where you can’t be in two places at once.
Whether you’re a service provider who needs to cancel with a client, a customer who needs to reschedule a booked appointment, or an entrepreneur who needs to postpone a meeting with a business contact, a polite and timely message to reschedule can prevent frustration at the other end and keep the relationship positive.
Best practices for rescheduling appointments
- Notify promptly
- Write a clear subject line
- Apologize upfront
- Provide a brief explanation
- Make rescheduling easy
- Express appreciation
You don’t want to burn bridges over what’s hopefully a minor inconvenience. Here are some best practices to follow when you need to reschedule appointments.
Notify promptly
The first and best thing you can do when rescheduling an appointment is let whoever you’re booked with know as soon as possible that you won’t be able to make the agreed-upon time. This gives them a chance to fill the spot in a productive way, whether that’s by giving your slot to another client or doing something else.
Write a clear subject line
Cut to the chase and write a clear subject line for your email so your recipient sees it in their inbox and knows it’s important. “Rescheduling appointment on [day, date]” is usually a good start.
Apologize upfront
A simple “sorry” goes a long way when you’re causing someone an inconvenience. After the subject line, you can start the body of the email by introducing yourself (if necessary) and letting them know that you’re sorry you have to reschedule.
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Provide a brief explanation
Follow your apology with a brief explanation so they have context. Avoid over-explaining—a short note will do even if you’re rescheduling at short notice. Whether you have health issues or a family emergency, name the problem without going into detail so you can quickly move on to a proposed solution.
Make rescheduling easy
For both parties, rescheduling an appointment is almost always going to be preferable to canceling. Provide alternative dates and times, and make it easy for the other person to pick a new appointment that works for them.
If you’re a service provider, you can send your clients a link to the booking portal of your website. You can use scheduling software like Bookeasy, Meety, Cowlendar, and Apntly that sync seamlessly with your Shopify store.
Express appreciation
Let the recipient know that you appreciate their time and understanding. And thank them again in person once the rescheduled appointment takes place.
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Email templates for rescheduling appointments
- Rescheduling a service appointment—provider
- Rescheduling a service appointment—customer
- Rescheduling a meeting—formal
- Rescheduling a meeting—casual
Below, you’ll find templates for rescheduling appointments to fit a variety of situations. Use these as a starting point to help you politely reach out and move your appointments while maintaining professionalism:
Rescheduling a service appointment—provider
If you’re a service provider like a hairdresser, dog groomer, or health coach, a timely and professional rescheduling email can make the difference between retaining a customer and losing one to the competition.
Dear [Client name],
Unfortunately, I have to reschedule your appointment for [name of service] on [date] at [time] due to [short explanation].
I’m extremely sorry for the inconvenience this causes, and hope you can reschedule for another day soon. Here’s a link to our booking page; please do check it out and see if there’s an available slot that works for you. I’ve canceled your existing appointment, and the payment will be refunded to you in [time for refund].
Do let me know if you have any questions or concerns. We look forward to seeing you again at another time.
Many thanks,
[Your name and business]
Rescheduling a service appointment—customer
If you’re a customer who can’t make their booked appointment, sending a quick email message can help you get a new appointment at your desired time and save you what you paid upfront.
Hi [Name of provider or business],
Unfortunately, I will no longer be able to make it to my appointment on [date] at [time] due to [reason for rescheduling]. Apologies for this; however, I’d love to reschedule for another day. I see on your website appointment schedule that there are openings on [date] at [time]. Is it possible for you to move my appointment to then?
Many thanks,
[Your name]
Rescheduling a meeting—formal
Depending on your industry and your relationship with the person you’re meeting, you may want to send a formal email to reschedule your appointment.
Consider something like this:
Dear [Name],
My apologies, but I have to reschedule our appointment for [date] at [time] due to [reason for cancellation].
If I may, I’d like to propose the following three times to reschedule. Please let me know if any of these works for you.
[Time, day, date 1]
[Time, day, date 2]
[Time, day, date 3]
If none of these are suitable, please let me know what days and times work best for you, and I’ll be happy to accommodate your schedule.
Again, my apologies for the inconvenience, and thank you for your understanding.
Kind Regards,
[Your name]
Rescheduling a meeting—casual
Perhaps the tone of communications in your industry is more casual than the style above. In that case, it’s best to keep things friendly and light while still being professional.
Here’s a template:
Hi [Name],
I’m very sorry, but I have to reschedule our meeting for [date]. Unfortunately, [reason for rescheduling], and I won’t be able to meet at that time.
I’m available on [date 1] at [time 1] or [date 2] at [time 2] or [days] next [week/month]; please let me know if any of these times work for you. If not, let me know your schedule, and we can find something that works.
I’m really looking forward to our meeting, and I hope we can make it happen soon.
Best,
[Your name]
Reschedule appointment FAQ
How do you politely reschedule an appointment?
To politely reschedule an appointment, notify the other person as soon as possible, apologize for the inconvenience, and provide a quick explanation if it’s appropriate. Then, add some suggested times for a new appointment and thank the recipient for their understanding.
How do I apologize for rescheduling an appointment?
You don’t have to write an effusive apology if you need to reschedule a meeting or appointment. Say you’re sorry and acknowledge the inconvenience you may be causing. Something simple like “I apologize for the inconvenience and hope we can find another time to meet soon” should do the trick.
What should I say to reschedule an appointment?
To reschedule an appointment, you should:
1. Introduce yourself (if necessary)
2. Apologize, briefly, for the inconvenience
3. Offer a brief explanation
4. Suggest alternative times for the appointment
5. Finally, thank them for their time and understanding
