Propose new meeting time email templates
Outlook's Propose New Time response sends the organiser a suggested slot, but on its own it reads like a shrug. A one-line reason and a backup option make it easy to say yes. In Outlook, open the invite, choose Propose New Time, pick the slot, and the note box is where this template goes. It also works as a plain reply when the organiser isn't on Outlook.
;ol-newtime;ol-newtime in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When you might make it and want to keep your place without promising.
When someone else can cover and the time doesn't need to move.
When to use it
- You've been invited to a meeting at a time you can't make.
- The meeting matters and you'd rather move it than miss it.
- Someone else could go in your place.
What to avoid
- Don't decline without a reason or an alternative. The organiser then has to chase you.
- Don't propose a time without checking the other attendees' availability with Outlook's scheduling view when you can.
- Avoid long explanations. "A client call" is a complete reason.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Organiser name
{fill:Organiser name} - The person who sent the invite.
- Original time
{fill:Original time} - The time on the invite: "Thursday at 10".
- Reason
{fill:Reason} - A short, honest reason: "a customer call", "school pickup".
- New time
{fill:New time} - The slot you proposed in Outlook.
- Backup time
{fill:Backup time} - One more option, in case the first doesn't work for others.
- Date in 1 days
{date+1} - Inserts the date 1 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
- Colleague name
{fill:Colleague name} - Who's going instead.
Tips
- •Use Outlook's Scheduling Assistant (or the attendee view in new Outlook) to pick a slot most people already have free before you propose it.
- •The send-colleague variant pairs with forwarding the invite; Outlook tells the organiser when an invite is forwarded.
- •If you're proposing times often, keep your standard availability in a separate snippet and pull it into the backup line.
Works in Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do I propose a new time in Outlook?
Open the invite, choose Propose New Time (in some versions it's under the Respond or RSVP options), pick a time, and add a note. The organiser can accept your proposal with one click.
Is it rude to propose a new meeting time?
Not if you give a short reason and an alternative. It's more helpful than declining, because the organiser doesn't have to start again.
What if the organiser doesn't use Outlook?
Reply to the invite email with the same note. The template works as a plain reply too.
Related templates
Rescheduling a meeting
;em-reschedEmail & out of office
Hi [Name], I need to move our [Meeting] on [Original time]. Sorry for the change. Would [Option one] or [Option two] wor…
Declining a meeting
;em-declineEmail & out of office
Hi [Name], Thanks for the invite. I can't make [Meeting] this time, but I don't want to hold anything up, so here's my i…
Forwarded invite note
;ol-inviteOutlook
Hi [Name], Forwarding the invite for [Meeting name] on [Date and time]. [Organiser name] is running it; I've added you b…
Type ;ol-newtime, get the whole reply
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