Making and Changing Appointments
A comprehensive guide to professional appointment management
Introduction
Effective appointment management is a crucial professional skill. Whether you’re scheduling a business meeting, a medical consultation, or a client call, knowing how to make, confirm, and modify appointments demonstrates professionalism and respect for others’ time.
Making Appointments
1. Initiating the Appointment
When requesting an appointment, always provide clear information about:
- The purpose of the meeting
- Your preferred dates and times (offer multiple options)
- Expected duration
- Location or whether it’s virtual
- Any preparation needed
2. Confirming Details
Once an appointment time is agreed upon, confirm all details in writing. This should include:
- Date and time (including timezone if relevant)
- Location or meeting link
- Agenda or purpose
- Contact information for both parties
- Any materials to bring or review beforehand
3. Adding to Your Calendar
Immediately add the appointment to your calendar with reminders set. Include all relevant details in the calendar entry, such as the other person’s contact information, meeting link, or address.
Changing or Canceling Appointments
When to Request a Change
Sometimes circumstances require rescheduling. Common valid reasons include:
- Unexpected emergencies
- Illness
- Unavoidable conflicts that arose after scheduling
- Travel delays or logistical issues
How to Request a Change
When you need to change an appointment, follow these steps:
- Contact promptly: As soon as you know you need to reschedule, reach out
- Apologize: Express regret for the inconvenience
- Explain briefly: Provide a concise reason without oversharing
- Offer alternatives: Suggest 2-3 new time slots
- Be flexible: Show willingness to work around their schedule
Sample Rescheduling Message
Best Practices
- Always arrive (or log in) 5 minutes early
- Set calendar reminders for 24 hours before and 30 minutes before
- Keep a running list of upcoming appointments in a visible place
- Review your schedule each morning and evening
- Limit rescheduling to genuine emergencies
- If you must cancel repeatedly, consider whether the commitment is realistic
- Always follow up with a thank you after the appointment
