We’ve all been there. The sudden realization that you missed an important appointment hits you like a splash of cold water. Whether it was a doctor’s visit, a client meeting, or coffee with a friend, missing appointments can damage trust and create awkward situations.
A well-crafted apology email can help mend these broken connections. The right words show respect for the other person’s time and demonstrate your commitment to the relationship. This small act of communication can turn a negative experience into an opportunity to strengthen your professional and personal bonds.
Sample Apology Emails for Missed Appointment
These emails will help you say sorry in the best way after missing an appointment. Each one fits different situations so you can pick the one that works for your needs.
1. Simple Apology for Missing a Business Meeting
Subject: Apology for Missing Our 2 PM Meeting
Dear Mr. Johnson,
I want to say sorry for not attending our scheduled meeting today at 2 PM. I had an urgent family matter that needed my attention right away, and I failed to let you know ahead of time.
I understand your time is valuable, and I feel bad about any trouble this caused. Can we reschedule for later this week? I am free Thursday or Friday afternoon.
Thanks for your understanding.
Best regards, [Your full name, position, company name, contact information]
2. Apology to a Client with Rescheduling Options
Subject: My Sincere Apologies for Today’s Missed Appointment
Dear Ms. Williams,
I want to express my deepest apologies for missing our appointment today. My car broke down on the highway, and I was stuck without phone service for over an hour.
I know your time is precious, and I feel terrible about this mistake. To make it up to you, I’d like to offer a 15% discount on our next service as a small token of my appreciation for your patience.
Would any of these times work for rescheduling? – Tomorrow between 1-3 PM – Thursday morning from 9-11 AM – Friday after 2 PM
Please let me know what works best for you, and again, I truly apologize for the trouble.
Warm regards, [Your name, title, business name, phone number, email address]
3. Apology for Missing a Job Interview
Subject: Apology for Missing Interview – [Your Name]
Dear Hiring Team,
I am writing to apologize for missing my job interview scheduled for today at 10 AM for the Marketing Specialist position. I mixed up the dates in my calendar and only realized my mistake this afternoon.
This error does not reflect my usual attention to detail or my strong interest in joining your team. I remain very excited about the possibility of working with your company and would be grateful for another chance to interview for the position.
If you are willing to reschedule, I can make myself available at any time that works for your team. I promise this mistake will not happen again.
Thank you for your consideration.
Sincerely, [Your full name, phone number, email address, LinkedIn profile link]
4. Apology to a Friend for a Missed Casual Meeting
Subject: So Sorry About Today!
Hey Sam,
I feel awful about missing our coffee date today! My phone died last night and my alarm never went off this morning. By the time I realized what happened, I knew you would have already left the café.
I’ve been looking forward to catching up with you all week, and I’m so disappointed that I messed up. Can I make it up to you with lunch this weekend? My treat!
Let me know if you’re free Saturday or Sunday afternoon. I promise to set three alarms next time!
Sorry again, [Your first name, personal phone number]
5. Medical Appointment Missed Apology
Subject: Apology for Missing My Appointment Today
Dear Dr. Smith and Staff,
I apologize for missing my dental cleaning appointment scheduled for March 15 at 2:30 PM. I had a last-minute work emergency that could not be avoided.
I understand that missed appointments affect your schedule and other patients. I should have called to cancel with proper notice, and I take full responsibility for this oversight.
I would like to reschedule my cleaning at your earliest convenience and will make sure to give proper notice if any issues arise in the future.
Thank you for your understanding.
Regards, [Your full name, patient ID number if applicable, phone number, date of birth]
6. Apology for Missing a Virtual Meeting
Subject: Apology for Missing Our Zoom Call
Dear Team,
I want to apologize for missing our scheduled Zoom meeting this morning at 9 AM. My internet service went down about 10 minutes before the call, and I was unable to join or send a message until now.
I have already reviewed the meeting notes that Alex sent, but I would appreciate a quick call with anyone available to catch up on any discussion points that might not have been captured.
This won’t happen again as I’ve now set up a backup hotspot for such situations.
Thanks for your understanding, [Your name, department, company, alternate contact number]
7. Apology to a Superior
Subject: My Apologies for Missing This Morning’s Budget Meeting
Dear Mr. Davis,
I want to sincerely apologize for missing the budget planning meeting this morning. I had a flat tire on my way to the office and was stuck on the side of the road waiting for roadside assistance.
I should have asked someone to call in on my behalf, and I take full responsibility for this lapse in communication. I have already spoken with Taylor to get the meeting notes and action items.
Please let me know if there’s anything specific you’d like me to focus on following the discussion, and I assure you this won’t happen again.
With respect, [Your name, position, department, company phone extension, company email]
8. Apology for Missing a Sales Appointment
Subject: Apology and Request to Reschedule Our Sales Meeting
Dear Mrs. Rodriguez,
I apologize for missing our sales presentation scheduled for yesterday afternoon. I was involved in a minor traffic accident on my way to your office. While everyone was okay, dealing with the police report took longer than expected, and I was unable to reach a phone to contact you.
I still have the custom proposal ready for your business and believe our solution can help increase your quarterly sales by up to 20% based on the numbers we discussed previously.
Would you be willing to reschedule for next week? I can offer any of these times: – Monday, April 5, 10 AM-12 PM – Tuesday, April 6, 2 PM-4 PM – Thursday, April 8, any time
Thank you for your consideration. I look forward to showing you how our product can help your business grow.
Best regards, [Your name, sales position, company name, mobile number, company website]
9. Brief Apology with Direct Rescheduling Request
Subject: Quick Apology and Reschedule
Hi Jamie,
Sorry I missed our quick chat today! My son got sick at school, and I had to pick him up right away.
Can we talk tomorrow instead? I’m free from 2-4 PM.
Thanks for understanding, [Your first name, cell number]
10. Professional Apology with Explanation
Subject: Apology for Missing Our Consultation
Dear Ms. Thompson,
Please accept my apologies for missing our scheduled consultation yesterday afternoon. I was finishing up with another client whose session ran much longer than planned due to some unexpected challenges with their project.
I should have asked my assistant to contact you, and I take full responsibility for this oversight. Your time is valuable, and I respect that.
As a small way to make up for this inconvenience, I’d like to offer an extended session at our regular rate when we reschedule.
My available times for next week are: – Monday: 1 PM – 4 PM – Wednesday: 9 AM – 12 PM – Friday: All day
Please let me know which time works best for you.
With appreciation, [Your name, professional title, business name, office phone, cell phone, professional email address]
11. Apology After a Miscommunication
Subject: Apology for Missing Our Meeting – Confusion About Location
Dear Alex,
I’m very sorry about missing our meeting today. I was waiting at the Main Street Coffee Shop as I thought that was our agreed location, but I now see from your text that you were waiting at the Downtown Café.
This miscommunication was my fault as I should have confirmed the location before heading out. I feel bad about wasting your time.
Would you be able to meet tomorrow or Friday instead? I’ll make sure to be at the right place this time!
Sorry again for the mix-up, [Your name, personal contact details]
12. Formal Apology for Missing an Important Meeting
Subject: Formal Apology – Missed Board Meeting on April 10
Dear Board Members,
I would like to extend my sincere apologies for missing the quarterly board meeting held on April 10, 2025. I was hospitalized due to a sudden health issue the night before and was unable to notify anyone until after the meeting had concluded.
I have already reviewed the meeting minutes and spoken with Chairperson Garcia about the key decisions made. I fully support the strategic direction outlined for Q3 and have already begun working on my assigned action items.
This absence was highly unusual for me, and I assure you it will not happen again. I value my responsibilities as a board member and am committed to our organization’s success.
Thank you for your understanding during this unexpected situation.
Respectfully, [Your full name, board position, organization name, contact information]
13. Apology with a Touch of Humor
Subject: Rain Check on Rain Check? Sorry About Today!
Hi Taylor,
So… about that lunch we were supposed to have today… seems like my brain took a lunch break of its own! I completely forgot and only realized when I saw your text two hours later.
My calendar management skills clearly need some serious work. Can I make it up to you next week? First round of drinks is on me!
I promise to set about 50 reminders next time. Sorry for the mix-up!
Talk soon, [Your first name, mobile number]
14. Apology for a Missed Vendor Meeting
Subject: Apology for Missing Today’s Supply Planning Meeting
Dear Mr. Li,
I apologize for missing our supply planning meeting this morning. We had an unexpected quality control issue on the production floor that required my immediate attention, and in the rush to address it, I failed to ask someone to contact you.
I understand this may have disrupted your schedule, and I value our business relationship too much to let this happen again. In the future, I will make sure my assistant knows to reach out right away if such situations arise.
Would you be available to reschedule for this Thursday or Friday? We still need to finalize our order for next quarter, and your input is important to us.
Thank you for your patience and understanding.
Sincerely, [Your name, position, company name, business phone, company email]
15. Apology After Multiple Missed Appointments
Subject: My Sincere Apology for Repeated Scheduling Issues
Dear Dr. Roberts,
I want to sincerely apologize for missing my therapy appointment yesterday, which I know is the second time this has happened this month. There is no good excuse for this pattern, and I take full responsibility for not managing my schedule properly.
I value the work we do in our sessions, and I understand that these missed appointments affect both your schedule and my progress. I also recognize that you have a policy about charging for missed appointments, which is completely fair. Please let me know how I should handle the payment.
If you are willing to continue working with me, I commit to being more responsible about our appointments going forward. I have now set multiple reminders in my phone and have blocked the time off in my work calendar as well.
I appreciate your patience and hope we can move forward.
With respect, [Your full name, phone number]
Wrap-up: Apology Emails That Work
The best apology emails are honest, take responsibility, and offer a clear path forward. When you miss an appointment, sending a thoughtful apology shows you value the other person’s time and helps repair any damage to the relationship.
Keep your apology short but sincere. Explain what happened without making excuses, say sorry clearly, and suggest how to fix the situation. Most people understand that mistakes happen and will appreciate your effort to make things right.
The next time you find yourself needing to say sorry for a missed meeting, use one of these templates as a starting point, but add your own personal touch to show you truly care.