Life can throw unexpected situations your way, technology might fail, or schedules get mixed up, causing missed meetings. Making things right afterward matters most.
A properly written apology email can repair any damage and maintain your professional relationships. These 20 different ways to say sorry fit specific situations you might encounter.
Sample Apology Emails
Here are ready-to-use email templates you can adapt to your situation.
1. The Basic Professional Apology
Subject: Apology for Missing Our 2 PM Meeting
Dear [Name],
Please accept my apology for missing our scheduled meeting today. A last-minute emergency came up that required my immediate attention.
Could we reschedule for tomorrow at the same time? Let me know what works best for you.
Best regards,
[Your name]
2. The Technical Issue Explanation
Subject: Missed Meeting – Technical Difficulties
Dear [Name],
My sincere apologies for missing our video call today. My internet connection went down 10 minutes before our meeting, and the service provider couldn’t restore it quickly enough.
Would you be available to meet tomorrow between 1 PM and 4 PM? This won’t happen again, as I’ve set up a backup connection.
Thank you for understanding,
[Your name]
3. The Calendar Mix-Up
Subject: Apology for Schedule Confusion
Dear [Name],
My deepest apologies for missing our meeting this morning. I made a mistake while setting my calendar and had the meeting marked for tomorrow instead of today.
Could we reschedule? I’m free any time this Thursday or Friday.
Best regards,
[Your name]
4. The Traffic Jam Situation
Subject: Running Late – Stuck in Traffic
Dear [Name],
Please accept my sincere apologies for missing today’s meeting. An unexpected traffic accident on the highway caused a major delay, and though I left early, I couldn’t make it on time.
I value your time and feel terrible about this situation. Could we reschedule for later today or tomorrow?
Best regards,
[Your name]
5. The Family Emergency
Subject: Missed Meeting – Family Emergency
Dear [Name],
My sincere apologies for missing our scheduled meeting. A family emergency required my immediate attention, and I couldn’t notify you beforehand.
I understand this caused disruption to your schedule. Would you be available to meet tomorrow or the day after?
Thank you for understanding,
[Your name]
6. The Double-Booked Scenario
Subject: Apology for Double Booking
Dear [Name],
My sincere apologies for missing our meeting today. I made the mistake of double-booking meetings and only noticed after the fact.
This shouldn’t have happened. Can we reschedule for tomorrow afternoon? I’ve already cleared my schedule.
Best regards,
[Your name]
7. The Time Zone Confusion
Subject: Missed Meeting – Time Zone Mix-up
Dear [Name],
Please accept my apologies for missing our meeting. I made a mistake converting the time zones and missed our appointment.
To stop this from happening again, could we set the next meeting using [specific time zone]? I’m available at your convenience tomorrow.
Best regards,
[Your name]
8. The Medical Appointment
Subject: Apology – Medical Emergency
Dear [Name],
My sincere apologies for missing our scheduled meeting today. An urgent medical situation came up that needed immediate attention.
I’m now available for the rest of the week. Please let me know what time works best for you to reschedule.
Thank you for understanding,
[Your name]
9. The Power Outage
Subject: Missed Meeting Due to Power Outage
Dear [Name],
Please accept my apologies for missing our meeting today. My area experienced an unexpected power outage that affected both my internet and phone service.
Could we reschedule for tomorrow? I’m free any time after 2 PM.
Best regards,
[Your name]
10. The Weather-Related Issue
Subject: Meeting Missed Due to Severe Weather
Dear [Name],
My sincere apologies for missing our meeting. The severe storm in our area caused significant travel delays and safety concerns.
Would you be available to reschedule for tomorrow once the weather clears? I can meet any time that suits you.
Best regards,
[Your name]
11. The Car Trouble
Subject: Apology – Vehicle Breakdown
Dear [Name],
Please accept my apologies for missing our scheduled meeting. My car broke down on the way to the office, and I couldn’t reach you in time.
Could we reschedule for tomorrow? I’ve made different travel plans to ensure this won’t happen again.
Thank you for understanding,
[Your name]
12. The Meeting Link Problems
Subject: Apology for Technical Access Issues
Dear [Name],
My sincere apologies for missing our virtual meeting. After many attempts, I couldn’t access the meeting link.
I’ve tested my setup now and everything works properly. Could we reschedule for tomorrow?
Best regards,
[Your name]
13. The Personal Issue
Subject: Apology for Missing Meeting – Personal Matter
Dear [Name],
Please accept my apologies for missing our meeting today. A personal matter required my immediate attention.
I value our scheduled time together and hope we can reschedule. Would tomorrow at the same time work for you?
Best regards,
[Your name]
14. The Missed Notification
Subject: Missed Meeting – App Notification Error
Dear [Name],
My sincere apologies for missing our meeting. My calendar app failed to send me the usual reminder.
I’ve fixed the notification settings to stop this from happening again. Could we reschedule for tomorrow?
Best regards,
[Your name]
15. The Client Emergency
Subject: Apology – Urgent Client Situation
Dear [Name],
Please accept my apologies for missing our scheduled meeting. An urgent client situation needed immediate handling.
I value your time and would appreciate the chance to reschedule. Would tomorrow afternoon work for you?
Best regards,
[Your name]
16. The Public Transport Delay
Subject: Meeting Missed Due to Transport Delays
Dear [Name],
My sincere apologies for missing our meeting. The subway system had major delays this morning.
Could we reschedule for tomorrow? I’ll make sure to take an earlier train.
Best regards,
[Your name]
17. The Phone Battery Death
Subject: Missed Meeting – Phone Issues
Dear [Name],
Please accept my apologies for missing our call today. My phone died unexpectedly, and I couldn’t access your contact information.
Would you be available to reschedule for tomorrow? I’ve made sure to have backup power ready.
Best regards,
[Your name]
18. The Building Access Problem
Subject: Apology for Missing Meeting – Building Access
Dear [Name],
My sincere apologies for missing our meeting. There were unexpected issues with my building access card.
Could we reschedule for tomorrow? I’ve fixed the access problem with security.
Best regards,
[Your name]
19. The Software Update Gone Wrong
Subject: Missed Meeting Due to Software Issues
Dear [Name],
Please accept my apologies for missing our virtual meeting. An automatic software update caused problems with my meeting app.
I’ve fixed the issue and tested everything. Would you be available to meet tomorrow instead?
Best regards,
[Your name]
20. The Simple But Sincere
Subject: Missed Meeting – My Sincere Apologies
Dear [Name],
My sincere apologies for missing our meeting today. This was my mistake, and it won’t happen again.
Could we please reschedule? I’m available at your convenience.
Best regards,
[Your name]
Final Thoughts: Writing Effective Apology Emails
A successful apology email should be sent quickly, state what happened truthfully, and give specific details about the problem. Own up to the mistake, show real regret, and offer clear ways to fix the situation. Keep your message professional yet genuine, and always suggest rescheduling at a time that works for the other person.
These templates will help you stay on good terms with your contacts even after a missed meeting. Just change each message to match your exact situation and your connection with the person you’re writing to.