Guide: How to Say “Postpone a Meeting”

In both formal and informal settings, there may arise situations where you need to reschedule or postpone a meeting. It’s important to handle such situations with professionalism and clarity. Whether you need to postpone a meeting at work, with friends, or in any other context, this guide will provide you with various ways to communicate this effectively. Let’s dive in!

Formal Ways to Postpone a Meeting

When dealing with professional settings, it’s crucial to maintain a formal tone to convey your message appropriately. Here are several phrases you can use to postpone a meeting formally:

1. Reschedule the meeting: This is a straightforward and professional way to suggest postponing the meeting. For example, “I would like to reschedule our meeting” or “I propose rescheduling our meeting.”
2. Due to unforeseen circumstances: This phrase gracefully conveys an unexpected situation that requires a change of plans. For instance, “Due to unforeseen circumstances, I need to request a new meeting time.”
3. Need to defer the meeting: If you need to postpone for some time but don’t have an exact date yet, you can use this phrase. For example, “I kindly request to defer the meeting until further notice.”
4. Request a meeting date alteration: This is a neutral and polite way of asking to reschedule. You could say, “I kindly request an alteration of our meeting date.”

Informal Ways to Postpone a Meeting

When dealing with friends, casual groups, or informal situations, a more relaxed tone can be used. Here are some phrases suitable for postponing a meeting informally:

1. Can we push the meeting? This phrase is commonly used in informal settings to propose rescheduling a meeting. For example, “Can we push the meeting to a different day? I have a conflict.”
2. Could we reschedule our get-together? Adding the term “get-together” instead of “meeting” creates a friendlier atmosphere. For instance, “Could we reschedule our get-together? Something urgent came up.”
3. Let’s find another time: This phrase allows for a collaborative approach to rescheduling. You could say, “Let’s find another time that works for everyone.”
4. Need to change our meeting time: Using the phrase “change our meeting time” instead of “postpone” helps maintain a casual tone. For example, “Hey, I need to change our meeting time. Is tomorrow still good for you?”

Tips for Postponing a Meeting

1. Be prompt and respectful:

Inform the relevant stakeholders as soon as you realize the need to postpone the meeting. Respecting others’ time is crucial, especially in professional settings.

2. Provide a reason:

Even if the reason seems insignificant, it’s essential to provide a brief explanation for why you need to postpone the meeting. This helps others understand and avoid confusion.

3. Suggest alternative dates:

Whenever possible, propose a few alternative dates and times for the rescheduled meeting. This allows for efficient rescheduling and avoids lengthy back-and-forth discussions.

4. Offer flexibility:

Express your willingness to accommodate others’ schedules and be flexible when finding a new meeting time. This demonstrates your commitment to maintaining a productive environment.

Examples:

Formal example: “Dear team, due to unforeseen circumstances, I kindly request a rescheduling of our meeting on Monday, July 12th. May I propose Tuesday, July 13th, at 10 AM Eastern Time as an alternative? Your understanding is much appreciated.”

Informal example: “Hey everyone, can we push our meetup to another day? Unfortunately, something urgent came up for me tomorrow. Let’s find another time that works well for all of us. Thanks!”

With these tips, phrases, and examples, you can confidently communicate the need to postpone a meeting effectively, both formally and informally. Remember the importance of professionalism and clarity while maintaining a warm tone. Good luck with your rescheduling endeavors!