How to Reschedule an Appointment? + Email Template

It never comes easy when you have to reschedule an appointment with a client. You probably feel as if you’re disappointing them and that you’re not providing the high-quality service they deserve. Having to reschedule an appointment is often followed by feelings of shame and inadequacy.

More often than not, customers don’t feel that way. They often have understanding and accept to reschedule the appointment without much fuss. Life happens, and even when rescheduling an appointment is due to some clumsy mistake such as double booking, there are ways to do it successfully without negative effects.

To put you at ease the next time you have to do it, we’ve prepared a detailed guide on how to reschedule an appointment along with email templates to do it politely.

Table of Contents

When to Reschedule an Appointment?

You can’t control everything, especially in your business. Some things are out of hand and often you have to reschedule an appointment due to sickness, unforeseen circumstances, or some kind of emergency. Sometimes, it’s hard to decide when to reschedule an appointment and whether it’s justified. Here are some examples of when you should definitely do it:

If you or someone you care about have health issues and need medical attention, you should reschedule all appointments until you resolve them.
If some emergency happens such as accidents, natural disasters, and any other event you couldn’t have predicted, it’s best for everyone to reschedule the appointment.
If you’re stuck in traffic, and you’re unable to reach the appointment in time due to road closures on any other transportation issues, you should reschedule the appointment as soon as you realize you’re not making it there in time.
Scheduling conflicts happen and when they do, you have to make a choice. If you realize that you’ve double-booked the appointment and that you can’t be at two places at the same time, it’s completely okay to reschedule.
Sometimes you need a little extra time for self-care and that’s also completely fine. As long as you make sure that you reschedule the appointment on time, clients won’t mind.

If you’re asking yourself when to reschedule an appointment, the simple answer is when you feel like the person you’re providing the services for won’t get the most out of it. It’s better to reschedule the appointment than to provide bad-quality services when you’re not up for the task.

How to Reschedule an Appointment With a Client?

Effective and professional communication is of the utmost importance when rescheduling an appointment with a client. Your primary goal should be to minimize the inconvenience for customers and to demonstrate your commitment to providing high-quality services.

Image by vectorjuice on Freepik

Act fast

One of the most important things when it comes to rescheduling appointments is to do it as soon as possible. Don’t sit and think about whether to reschedule an appointment for two days, only to reschedule it at the last minute. Make the decision quickly and notify your customers right away.

Make the process of rescheduling easy

Another important thing that will help you to reschedule an appointment with a client politely is to prepare your availability in advance. This will speed up the process of rescheduling but also put clients at ease, making them more likely to not have a negative experience with rescheduling. One of the easiest ways to achieve this is to use booking software that shows all available time slots and allows customers to schedule and reschedule appointments in a few clicks.

Reschedule Appointments Seamlessly with Trafft

With Trafft, the whole process of rescheduling appointments is done in a matter of seconds.

Once customers choose an alternative time slot, both you and them will receive a notification about it. Trafft automatically sends booking confirmations and cancels the appointment, while also updating all your connected calendars.

When you already have to reschedule, let Trafft help you to do it hassle-free.

What do you get?

Streamlined rescheduling process, which saves time for both you and your clients.
Reduced no-shows, thanks to a hassle-free rescheduling option.
Satisfied customers, who are likely to come back, as you give them the much-needed flexibility to reschedule their appointments.
Real-time updates, as both you and your clients receive instant notifications and calendar updates whenever there are any changes to the appointment schedule.

Make your customer feel appreciated

If possible, you can offer customers an appreciation gift for their inconveniences, such as a small discount, gift card, extra service, or some kind of special treatment.

You don’t need to feel obliged to disclose all details of why you’re rescheduling the appointment. As long as you’re apologetic and straightforward about it, you can give customers as much information as you want. However, a genuine explanation is a great way to ensure customers feel appreciated. The transparency shows your commitment to their needs. It’s also a good idea to show flexibility and accommodate customer preferences when rescheduling appointments.

Keep up with the change

Last, but not least, make sure to update your booking system and all calendars and send confirmation for rescheduled appointments.

Email is a great way to politely reschedule an appointment on time. However, if the appointment time is close, you should definitely consider calling to reschedule it. It’s all good if the client is not already on their way to the appointment and when you notify them ASAP.

What do you say when calling to reschedule an appointment with a client?

When you’re calling to reschedule an appointment with a client, you should start by introducing yourself and your company, but also share appointment details. Tell them when, where, and what’s the appointment about. To give you a better idea of what you should say, we’ve created this script you can use and tailor to your needs:

“Hello [Client’s Name], this is [Your Name] from [Your Company/Organization]. I hope you’re doing well. I’m calling today to discuss our upcoming appointment scheduled for [date and time]. Unfortunately, I need to request a reschedule due to [explain the reason briefly and honestly, such as a conflicting engagement or unforeseen circumstances].

I apologize for any inconvenience this may cause, and I appreciate your understanding. I value our partnership and want to ensure that our appointment receives the attention and focus it deserves.

To make the rescheduling process as smooth as possible, I have identified a few alternative dates and times that may work for both of us. [Provide a few specific alternative options, mentioning the dates and times.] Please let me know if any of these options are suitable for you, or if there are any other dates/times that work better for your schedule.

On our appointment link, you can see the available time slots and choose one that works best for you.

I understand that your time is valuable, and I want to be flexible and accommodating. Please feel free to share any preferences or constraints you may have, and we’ll do our best to find a mutually convenient time.

Once we confirm the new appointment, I will promptly send you an updated calendar invitation and any relevant details.

Thank you for your understanding and cooperation. I look forward to our rescheduled meeting and continuing our productive partnership. If you have any questions or concerns, please don’t hesitate to let me know.

Again, thank you for your time, and I hope you have a great day. Take care.”

Tips & Tricks for Writing Appointment Rescheduling Email

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When writing an appointment rescheduling email, there are a few things to keep in mind. You have to carefully word every part of the email and also make sure to not forget important details. Keeping it concise and straightforward while also showing your commitment to the appointment and customer can be challenging.

How do you write an email to reschedule an appointment?

Your email to reschedule an appointment should:

Include important appointment information such as date, time, and place.
Introduce yourself right away.
Get to the point by telling customers you have to reschedule their appointment.
Be apologetic and transparent by offering an explanation.
Don’t over-explain.
Send customers the link to your appointment and explain how they can reschedule it.
Offer a few additional appointment dates.
Make sure the next steps are clear and include a call to action, whether it’s to respond to the email or reschedule it themselves.
Apologize for the inconvenience once again and wish them a pleasant day.

Appointment Rescheduling Email Template

The good news is, you don’t have to come up with an appointment rescheduling email by yourself. We’ve prepared an appointment rescheduling email template you can use and customize to fit your needs.

Let’s take a look:

Subject: Request to Reschedule Appointment

Dear [Client’s Name],

I hope this email finds you well. I am writing to inform you that I need to request a rescheduling of our upcoming appointment scheduled for [date and time]. I apologize for any inconvenience this may cause, and I appreciate your understanding. [Explain briefly and honestly why you need to reschedule, such as a conflicting engagement or unforeseen circumstances].

It is important for me to give our appointment the attention and focus it deserves, and rescheduling will allow me to fully dedicate my time and energy to it.

To ensure that we can find a mutually convenient time, I have identified several alternative dates and times for our meeting. Please consider the following options:

[Alternative date and time]

If any of these options work for you, or if you have other specific dates/times in mind, please let me know as soon as possible. I am committed to being flexible and accommodating to your schedule.

Once we confirm the new appointment, I will promptly send you an updated calendar invitation along with any relevant details or agenda items.

Thank you for your understanding and cooperation in this matter. I value our partnership and want to ensure that our meeting is productive and successful. If you have any questions or concerns, please don’t hesitate to reach out.

Again, I apologize for any inconvenience caused, and I look forward to our rescheduled appointment. Thank you for your time and attention.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company/Organization]

[Your Contact Information]

FAQs About Rescheduling Appointments with Clients

How should I inform a client about rescheduling an appointment?

The best approach is to contact the client as soon as possible via email or phone, explaining the reason for the reschedule and offering alternative dates or times that suit both parties.

What’s the best way to propose new times when rescheduling a client meeting?

When proposing new times, give the client multiple options and be flexible. Providing a few potential dates and times shows that you value their time and are willing to accommodate their schedule.

Is it okay to reschedule an appointment with a client last minute?

Rescheduling last minute should be avoided unless absolutely necessary. If it’s unavoidable, apologize for the inconvenience and explain the situation, while still offering alternative solutions.

How much notice should I give when rescheduling a client meeting?

Ideally, provide at least 24-48 hours’ notice when rescheduling a meeting. This gives the client time to adjust their schedule and avoids disruption.

What should I do if the client is unavailable for the new proposed times?

If the client cannot meet at the suggested times, ask for their availability and work together to find a mutually convenient slot. Flexibility is key to maintaining a good client relationship.

Can I use scheduling software to simplify rescheduling client appointments?

Yes, using scheduling software like Trafft can streamline the rescheduling process by allowing clients to easily select new appointment times from available slots, reducing back-and-forth communication.