So, someone has contacted you to reschedule a meeting. There can be any number of reasons why they might need to, so you need to know how to respond politely.
That’s where we come in. Here are the main steps:
- Show understanding
- Agree on a new time
- Be enthusiastic
- Sign off politely
Keep reading to learn how to respond to a rescheduled meeting with a client, recruiter, or employee. There are plenty of things to take into account to ensure you write your email appropriately.
Sample Emails
Before we go into details, we’ll show you three sample emails to show you how to write an email in different situations.
To start with, refer to the following sample email if you can attend a meeting:
Dear Mr. Howitzer,
Thank you for letting me know about the changes. I have checked my diary, and Friday at 6 works well for me.
I appreciate you emailing me to let me know.
All the best,
Carl Walker
Here is an email sample to demonstrate what to say if you cannot attend but want to propose an alternative:
Dear Ms. Murray,
I appreciate the update. I’m afraid that time doesn’t work for me, though. Can we do it at 4 p.m. on Monday instead?
I hope this works well for you.
Kind regards,
Timmy Sprocket
And finally, this example will show you how to suggest your own time if an alternative is not proposed:
Dear Harold,
Thanks for the update. Since you can no longer attend the interview at that time, would you like to do Monday instead?
Let me know if this works for you.
Kind regards,
Jeniffer Laurel
Now, read on to learn what’s important to keep in mind when responding to a rescheduled meeting!
1. Show Understanding
The first step is to show that you understand. It sounds simple enough, but it’s important that you do not show disappointment in your response. This is even more vital if you’re responding to a rescheduled interview date or client meeting.
But how do you go about being understanding?
The key is to be polite and respectful of the situation. Usually, someone will briefly explain why they have to postpone your plans. Read their reasons carefully before you respond.
Here are a few examples to help you understand what we mean:
I understand your situation and will be happy to reschedule the interview.
Thank you for letting me know. Do you have any alternative times that work?
I appreciate you contacting me to say this. Is there any other time that works?
As you can see, if you can sound as understanding as possible, you’ll set yourself up for success.
2. Agree on a New Time
Usually, the rescheduling party will offer you a new time or ask if you can think of a better one. This is your chance to agree on a new time with them.
But a few different situations might play out before you can agree on anything. Keep reading to explore the three situations.
If You Can Attend
Let’s assume the sender has already offered you an alternative time for a meeting. That’s great because it often means you don’t have to look into it yourself.
However, you need to let them know whether you can attend. Knowing how to confirm a rescheduled meeting is easy enough when you’re clear and polite in tone.
For example:
Thank you for letting me know. The new date works well for me, so I will see you then.
I can still attend the job interview on Friday, so I’m happy to do it then.
I appreciate the update. I have checked my diary, and Tuesday at 5 works well for me.
There are plenty of options available. You should make it clear that you can attend as soon as possible. That way, the recipient knows they do not have to offer any alternative times to help with the situation.
If You Cannot Attend
Next up, what happens if you can’t attend the new time? What if your boss has to reschedule a meeting, but you are not free on the day they mentioned?
If you cannot attend a meeting, make it clear quickly. The sooner you let the recipient know you cannot attend at the new time, the easier it’ll be for you to communicate a better time with them.
Ideally, you should settle on a date and time that works for both you and the other party. Then, you ensure that you’re both free.
However, you need to know how to be polite when saying you cannot attend.
Here are a few examples to help you:
I’m afraid that time doesn’t work for me. Would you be open to doing it on Tuesday?
I cannot make the new time, but I would still like to have a discussion with you about this.
Does any other time work besides 3 on Tuesday? I can’t make that.
If you are going to say you can’t attend, you should offer an alternative as well. That’s one of the quickest ways to ensure you set up a proper plan with the recipient.
Offer an Alternative
As we mentioned, you need to offer an alternative if you cannot make the suggested time. It’s also good to offer an alternative if the recipient has not set a time. Then, you can find something that accommodates both of your calendars.
Firstly, if you can’t make the suggested time, you should be clear with the recipient. Here are some examples to show you how to do so:
I cannot make that time, but I can do Sunday at 2 p.m.
Can you do 3 o’clock instead? That works much better for me.
That won’t work. I am free at 9 a.m. on Monday, though.
Alternatively, you may need to suggest a time yourself. This only applies when the recipient hasn’t given you a specific time. We recommend using one of the following alternatives to help you here:
Since you cannot make the meeting, would you like to do Friday instead?
Can we do it at 3 p.m. on Saturday? Let me know if that time works well for you.
Does Monday at the same time work? Otherwise, please let me know of a better time.
3. Be Enthusiastic and Polite
The last step is to close the email politely. Of course, this rule applies to nearly every type of business email. After all, you’ll want to build a strong positive relationship with the recipient.
So, enthusiasm and politeness is the key. It shows that you do not mind rearranging your schedule to suit the other party. That way, you can ensure that you find the most appropriate time to meet with a client.
If you want to see how to confirm a rescheduled meeting politely, you can end an email like this:
I appreciate you emailing me to let me know.
I hope the new plan works well for you.
I’m glad we could come to an agreement.
As you can see, confidence and enthusiasm will go a long way here. Don’t forget to include a phrase like these to let the recipient know you’re happy with the outcome.