Do you often have to reschedule meetings in English?
You may have had to raincheck with someone.
Listen in to today’s episode and learn different phrases and vocabulary to reschedule a meeting in English.
Let’s reschedule
Lindsay asks Aubrey if she has tried to reschedule with someone recently.
Aubrey responds that she did reschedule recording plans with Jessica recently.
She is going to Mexico with her family and needed to change a recording date.
Today’s episode was inspired by a listener’s question.
Today’s question
This question is from Joanna from Poland.
Dear Lindsay,
I listen to your podcast while driving to my work. I totally enjoy listening to it- the episodes are short, to the point and your voices are so natural and easy to understand that I don’t get bored or tired 🙂
I heard that some other listeners suggested the topics for the episodes so I would like to do the same. I work in an English speaking environment and often I need to reschedule the meetings due to changes in my boss’s agenda.
I am wondering if you could suggest some professional and polite sentences that I could use to reschedule/cancel the meeting and propose a new time slot/date?
Thank you for your help.
Kind regards,
Joanna
Steps for rescheduling
There are so many ways for you to reschedule plans or commitments when something else comes up.
Before Lindsay and Aubrey share phrases and vocabulary you can use, here is a formula or structure for you to change plans.
This is crucial so you don’t lose respect or break a connection.
Here are the steps that should be taken:
- Apologize for inconveniencing a person for changing plans or commitments
- Explain why you’re rescheduling. You can stay general by saying “Something unexpected came up.” or “I have to deal with a personal emergency.”
- Propose a new date and time
- Lastly, thank them either in advance or in a follow up message.
Now that you know how to structure the conversation, we’ll share some expressions and phrases you can use to reschedule.
#1: Can we reschedule for…
This is very straightforward.
You’re directly saying that you need to change the date and time of a meeting or plan you agreed on.
Example:
I’m so sorry for the inconvenience, but something unexpected came up and I cannot make tomorrow’s meeting. Can we reschedule for next week? I’m available Thursday or Friday all day.
#2: Any chance you could…
This is a more polite and indirect way to ask to reschedule.
You’re checking if there is a possibility to move plans.
Example:
We’re trying to leave Thursday morning instead of Friday if we can pull it off. Any chance you could record Monday or Tuesday at noon instead of Thursday? Let me know!
#3: Raincheck
This is an idiom that means you need to postpone something.
This expression is often used when you don’t know when you can reschedule for.
This has a more informal tone so you have to consider who you’re talking to before you say it to reschedule a commitment at work.
Example:
I know we were supposed to do a happy hour this week but I’m swamped! Raincheck?
Roleplay
Here is a quick roleplay from Lindsay and Aubrey using the vocabulary shared in today’s episode.
This will help you better understand how to use them in a conversation.
In this scenario, Aubrey and Lindsay are coworkers and Lindsay has just entered Aubrey’s office.
Lindsay: Do you have a minute?
Aubrey: Yeah, sure. What’s up?
Lindsay: I’m really sorry about this, but something unexpected came up and I won’t be able to make it to Friday’s meeting.
Aubrey: No problem. Everything okay?
Lindsay: Yes. I’m sorry for the inconvenience. Any chance we could reschedule for next week? I’m free Tuesday or Wednesday afternoon if that would work for you.
Aubrey: Absolutely. Let me check my schedule and I’ll get back to you.
You can check out other episode from our Business English podcast.
Listen to episode BE 217: Let’s Take 5! How to Announce a Break in a Meeting in English and learn ways for to ask for a break when in a meeting at work.
Takeaway
Follow today’s tips when rescheduling.
When you have committed to something or someone, make sure to communicate well when you need to change plans.
You should start by apologizing followed by an explanation on why you are scheduling.
After that you can propose a new time and end the conversation by saying ‘thank you’ because they made the adjustment for you.
Use the phrases shared by Lindsay and Aubrey in today’s episode to reschedule in a native, natural way without breaking the connection.
Do you know other phrases and expressions you can use to change plans?
Share one in the comment section below.
