How to Reschedule an Appointment (7 Sample Letters)

A scheduled appointment is an agreed time between two parties for a prearranged meeting. When such parties commit to such a time, it is important to ensure that efforts are put in place to meet up with such an appointment.

However, as in everything in life, there are some situations that put events outside our control, and in such situations, a rescheduled appointment letter may be required. Depending on the type of appointment, a formal rescheduling may need to be written by the person who is trying to cancel the appointment.

Request for Reschedule Appointment Letter

A request to reschedule an appointment is usually written by or on behalf of a party who had already agreed or was requested to meet with the other party to request that the scheduled appointment be rescheduled as a result of a change in a previously assumed condition. These types of letters are meant to be formal and may or may not mention the specific reason for the request. Sometimes, it involves moving the time to an earlier date and more commonly, to a later date.

Why they are needed

Such letters are very important to enable the tracking of information and documentation. Requesting a reschedule can be embarrassing but in most situations, it cannot be helped. It could be as a result of the sudden illness of a loved one, an appointment in a child’s school, urgent travel, traffic, an accident on the way, forgetting, or any other unforeseen circumstances. It can be used to reschedule a job interview, dental, school, medical or business meeting.

Key Takeaways

This letter serves as an effective sample and guide for rescheduling an appointment due to several key elements:

1. The purpose of the letter is immediately clear—it’s about rescheduling an appointment. This helps the recipient understand the intent without delving into the letter.
2. The language is courteous and respectful. Phrases like “I deeply apologize for any inconvenience this may cause” and “Thank you very much for your understanding” show consideration for the recipient’s time and schedule.
3. The letter straightforwardly states the reason for writing – to reschedule an appointment initially set for a specific date and time.
4. It includes specific details, such as the original appointment date and time, and offers alternative dates and times. This precision helps in quickly finding a new appointment slot.
5. Providing a brief and valid reason for the rescheduling (e.g., an unexpected work commitment) helps justify the request and adds a layer of sincerity to the appeal.
6. It encourages the recipient to respond with their availability, facilitating a quicker resolution.
7. Including contact details (phone number and email) at the end of the letter makes it convenient for the recipient to respond.
8. The letter concludes with a note of thanks, emphasizing appreciation for the recipient’s understanding and flexibility.

Sample Letter of Request to Reschedule Appointment

This particular sample is quite generic, which provides a template for anyone to use in a situation where they need to cancel an appointment and reschedule it for a future date.

Sample of a Rescheduled Doctor Appointment Letter

This particular sample, as the name suggests,  gives information on the appointment of a person with a doctor. It includes all the significant details for the appointment and also mentions briefly the fact, that in case of surgery the doctor would be called in and thus there would be a need to reschedule the appointment. It also mentions the file, which is important to bring and in case of not being able to provide them the appointment can be rescheduled.

Reschedule Medical Appointment letter Format

This particular sample is a format that can assist in understanding the requirements that are necessary for an appointment.

Sample of Reschedule Dental Appointment Letter

This particular sample, as the name suggests, represents a sample letter, which highlights the facts related to rescheduling or missing a dental appointment. It says that to reschedule the appointment the person should call at least 24 hours in advance of the appointment. It also mentions what happens if a person is late for an appointment or misses it altogether.

Reschedule Interview Appointment letter Format

This particular sample letter provides a format for an interview appointment. Usually, it is wise to follow a sample or a format when writing down a formal letter to an organization for the purpose of an interview, especially if there are chances that one cannot make it at the said date and time.

Reschedule Missed Appointment Letter Example

This particular sample letter highlights what happens if a parent misses a child’s appointment with a physician for the first time. It also mentions the action for the missed appointment for the second and third times and the possibility of rescheduling the appointment after it is missed.

Sample Follow-Up Letter to Reschedule Appointment

This particular sample highlights the facts when a patient does not return or miss an appointment for a follow-up care. It provides details on different scenarios. Following the samples is always a good idea as a person would be able to understand as in what to include in a particular letter.

Writing Tips for Rescheduling Appointment Letter

A letter requesting a cancellation and rescheduling is not a love letter and is expected to be simple, straight to the point, and formal. There are various formats one can use when writing such appointment letters but there are some basic parts that are expected when such letters are received. It should have:

• Address of the writer
• The date the request was made
• The name of the person writing the letter
• Salutation
• Subject
• Reference to the previous appointment
• Request for a new date and/or time
• Reason for cancellation
• Reaffirm respect for the person’s time
• Close the request
• Signature

Download Our Samples

Rescheduled letters are very easy to write, as long as some thought is put into them. If, however, you require some samples for the different situations you can find yourself in, you can explore our website to see some of our prepared samples, which you can download for free.

What Not to Include In the Letter

While there are no hard and fast rules as to what to include in a request for a reschedule, there are some bad practices that may put you in a bad light that should be avoided. As much as possible, the letter should be written before the appointed time so that the other person can plan for other events and not wait in vain.

Such letters should also not beat about the bush or try to manipulate the receiver; they should not portray arrogance or disrespect for the other person’s feelings or time and most importantly, they must not be deceitful.

Conclusion

When requesting a rescheduling of an appointment, it is important to weigh the consequences of such an action, which should be used sparingly when it is necessary because some cancellations, no matter how genuine, can never be rescheduled.

About This Article

Authored by:

Michael Steve

Resume Writing, Cover Letter Crafting, Corporate Recruiting

Michael Steve, a Triple Certified Resume Writer based in the USA, brings to the table an unparalleled blend of resume writing and corporate recruiting expertise. With a rich career spanning 17+ years, Michael has catered to a diverse range of industries, crafting compelling resumes that effectively capture a candidate's strengths and accomplishments. His extensive experience as a corporate recruiter further sharpens his insight into what employers seek, allowing him to tailor each document to resonate with hiring managers. If you're seeking a professional who can weave your experiences into a captivating narrative while ensuring it aligns with industry expectations, Michael Steve stands as the ideal choice.