#9 How to Offer Your Seat on a Bus｜Polite English Expressions
Izumi English Morning
#85 Informing Someone of a Last-Minute Schedule Change｜English Business Phrases
Izumi
In business situations, there are times when I need to inform others of sudden schedule changes, such as rescheduling a meeting or postponing a planned visit.
When notifying someone of such changes in English, it is important to briefly explain the reason while also showing consideration for the other person.
In this article, I introduce natural English expressions for informing others of last-minute schedule changes, along with key points for communicating them politely and professionally in business settings.
Contents
Dialogue
Sorry to bother you on short notice. I need to let you know about a schedule change.
No problem. What’s changed?
I won’t be able to attend this afternoon’s meeting due to an urgent client request.
Will you be able to join us tomorrow instead?
Yes, tomorrow works for me. I’ll review the materials in advance.
That sounds good. Thanks for letting me know.
Thank you for your understanding.
1. Politely Acknowledging the Short Notice
When informing someone of a sudden schedule change, it is important to begin by showing consideration.
The following expression is commonly used for this purpose.
Example
- Sorry to bother you on short notice.
The phrase “on short notice” means “at very short notice” or “with little advance warning.” It is often used when a schedule change, urgent request, or unexpected contact may affect the other person’s plans.
Related Expressions
- Sorry for the short notice.
- I apologize for the late notice.
While “short notice” emphasizes that the contact is sudden, “late notice” focuses on the delay in providing the information.
2. Explaining What Has Changed
Next, I clearly explain what has changed. A useful and polite expression in this situation is “I won’t be able to ～.”
Example
- I won’t be able to attend this afternoon’s meeting.
“I won’t be able to attend” is more polite than “I can’t attend,” as it conveys a sense of regret and professionalism. This makes it especially suitable for business communication.
When giving a reason, it is best to keep it brief and clear.
Example
- due to an urgent client request
The phrase “due to ～” is a convenient way to state a reason concisely and is widely used in formal and business contexts.
Related Expressions
- due to scheduling conflicts
- due to unforeseen circumstances
- due to health reasons
3. Confirming an Alternative Option
When a schedule change is necessary, it is important not to end the conversation with “I can’t” or “I won’t.” Offering or confirming an alternative helps keep the discussion constructive.
Example
- Will you be able to join us tomorrow instead?
The word “instead” means “as an alternative” and is frequently used in conversations about rescheduling.
If I want to propose an alternative myself, I can use expressions such as:
Related Expressions
- Would it be possible to reschedule for tomorrow?
- Could we move the meeting to next week?
4. Explaining How I Will Follow Up
Since a schedule change may inconvenience the other person, explaining how I will follow up shows responsibility and professionalism.
Examples
- I’ll review the materials in advance.
- I’ll catch up on the discussion afterward.
Adding this kind of comment helps convey that I will still take appropriate action despite the change.
Summary
Key English Phrases
- Sorry to bother you on short notice.
→ A polite opening phrase for bringing up a sudden schedule change. - I won’t be able to ～.
→ A professional way to say that I cannot attend or respond as planned. - Will you be able to ～ instead?
→ An expression that suggests an alternative and keeps the conversation positive. - I’ll review the materials in advance.
→ A phrase that shows responsibility and follow-up after a schedule change.
