Despite your best intentions, you’re bound to miss a meeting occasionally.
We get it. People are busy. The unexpected happens.
There are good excuses for missing a meeting (a personal emergency, conflicting commitments, travel issues) and bad ones (sleeping through an alarm, forgetting to update Zoom, losing track of the time—you get the idea).
But, whether you’re a seasoned executive or just starting your professional career, knowing how to apologize for missing a meeting is an important skill.
Like learning a martial art, hopefully, you'll never have to use it. But when things go sideways, you’ll be glad you know how to.
How to Apologize for Missing a Meeting
1. Reach Out ASAP
As soon as you realize you've missed a meeting at work, reach out to attendees.
But before you start writing an email or messaging someone on Slack, know that apologizing for missing a meeting isn’t just about saying sorry—it’s about acknowledging what went wrong.
Apologizing for missing a meeting demonstrates you value other people’s time and is a sign of professionalism and respect.
Apologize quickly, and you'll start rebuilding trust on the right track.
2. Be Sincere
When crafting your apology, be genuine. This isn’t just about ticking a box. It's about showing that you understand the impact of your absence.
Remember, people are often more receptive to sincerity than excuses. An authentic and honest apology can go a long way.
3. Offer an Explanation
Let them know if you missed a meeting due to reasons beyond your control. But don’t overshare. You want to provide clarity, not seek sympathy.
That said, transparency builds trust. Tell meeting attendees what's up if you're dealing with a serious personal emergency, or it helps them understand your situation better. But if it's a private matter (or you don't have a good excuse), be straightforward with your apology and only share necessary information.
4. Set Things Straight
When it comes to apologizing for missing a meeting, this step is crucial. It shifts the focus from what went wrong to how you plan to make it right.
Missing a meeting is like a fumble in a football game: not ideal, but it’s how you recover that matters.
Offer to book a catch-up meeting or suggest rescheduling your meeting to a different time or day.
5. Follow Up
If you missed an important meeting, like a client meeting or touchpoint meeting, your apology isn’t the end—it’s the beginning of setting things straight.
Once you’ve said sorry, follow up with any necessary actions to help rectify the situation—this could mean rescheduling (as mentioned above), reviewing meeting minutes, or taking on additional work to make up for lost time—and find ways to prevent missed meetings in the future (more on that in a bit).
Further Reading: We Analyzed Elon Musk's Meeting Rules at Tesla. Here's What We Found
How to Write an Apology Email for Missing a Meeting
Need help understanding how to apologize professionally in an email?
Here’s an example of how to apologize for missing a meeting that’s short, sweet, professional, and to the point (feel free to copy this email template and adjust it as necessary):
Subject Line: Sorry for Missing Our Meeting
Hey [Recipient’s Name],
I wanted to reach out and apologize for missing our meeting on [Date]. I got held up with [brief reason, e.g., “an unexpected issue at work” or “a last-minute conflict”]. I’m sorry for any confusion or frustration this may have caused.
Can we reschedule? I’m free [provide two or three alternative dates and times], but let me know what works best for you.
I look forward to hearing from you and getting our meeting back on track.
Thank you, and again, really sorry for the mix-up,
[Your Name]
Related Reading: What Are the Best Days to Work From Home? It’s Complicated
What To Do If You Have to Miss a Meeting (and How to Prevent Missing Meetings in the Future)
Slip-ups happen. But they don't have to define you.
Here’s what to do if you know you’ll miss a meeting (and ensure you don’t miss as many in the future).
1. Give Everyone a Heads Up
The minute you know you can’t show up to a meeting, let everyone involved know. Give attendees plenty of time to shuffle their plans or figure out alternative arrangements.
2. Propose a Different Time
Don’t just apologize. Suggest a new time to meet. If you can’t reschedule, ask someone to transcribe and summarize the meeting with a tool like Bloks—download it for free).
3. Designate a Representative (if Necessary)
If a colleague attends a meeting in your place, you want them to be informed. Aside from getting them to take meeting notes on your behalf, get them briefed ahead of time (again, Bloks can help you there—visit our homepage for more info).
Further Reading: Tim Ferriss’ Advice on How to Take Notes Like an "Alpha Geek"
4. Follow Up After the Meeting
Schedule a catch-up meeting or reach out and ask for a meeting summary or the minutes of the meeting—it’ll help you stay in the loop and show your commitment, even if you weren’t there.
5. Keep Your Calendar in Check
Don’t make missing meetings a habit. Use tools like Google Calendar or Outlook to stay on top of your schedule.
Set reminders, check your agenda first thing in the morning, try time-blocking (here’s the OG way to do it), and make sure you’re not double-booking yourself.
Do those five things, and you’ll be one step ahead of most people (and hopefully won’t have to apologize for any missed meetings in the future).
