Simmonds Language Services
Business English Podcast · Phone & Video Calls · Episode 06

Rescheduling a Video Call at Short Notice

The 2 p.m. slot falls through — how to reschedule a video call at short notice in English, politely and without losing face.

B1 · Dialogue · 3 Min. · free

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Editorially reviewed by James Simmonds – English teacher since 2004Published

SceneTim has to cancel today's video call with his client Laura Mitchell two hours before it starts — an urgent problem in production. He calls, apologises and finds a new slot.
0:00 / 3 Min.

Tip: listen to the episode twice before you start the test. · Worksheet (PDF)

✓ To the comprehension test
Tim — Sales representative, engineering companyLaura Mitchell — Project manager, British client

Practise rescheduling and asking follow-up questions in live conversation; explore the format of our online English lessons.

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Transcript

The full transcript opens after the comprehension test — so you train real listening instead of reading along.

Key phrases

at short notice
with very little warning time
Thank you for joining the call at such short notice.
to reschedule
to move an appointment to another time
Could we reschedule the call to Friday?
something has come up
an unexpected problem has appeared
I'm sorry, something urgent has come up.
to cancel
to say a meeting will not take place
We had to cancel the demo at the last minute.
Would tomorrow work for you?
polite question to suggest a new time
Would ten o'clock work for you?
calendar invite
the electronic meeting invitation
I'll update the calendar invite with the new time.
in advance
before the event happens
Please send the agenda in advance.
see you
informal goodbye before the next meeting
See you on Thursday at nine.

Language notes

In this episode a sales rep reschedules a video call two hours before it starts: calling instead of emailing, giving the reason, offering alternatives, updating the invite. You learn the key phrases for last-minute rescheduling in English (level B1) — and why "We see us!" is not English.

Cancelling at short notice: call, don't email

The shorter the notice, the more personal the channel — that is the unwritten rule in English-speaking business. Tim opens with the standard formula "I'm very sorry to call at such short notice, but I'm afraid I have to reschedule …": an apology, bad news softened with "I'm afraid", and the precise verb "reschedule" (move) rather than "cancel" (call off). Laura's reaction confirms the strategy: "I appreciate the call."

Offering new slots — with the time zone

If you move a meeting, you deliver the solution with it: Tim actively offers two alternatives ("I could offer nine thirty or two o'clock") and asks "Would tomorrow work for you?" — politer than "Can you tomorrow?", another literal-translation error. On international video calls, always name the time zone: "ten o'clock, German time — that's nine o'clock for you." That prevents a second scheduling problem.

The trap: "Wir sehen uns" is not "we see us"

Saying goodbye, Tim produces "We see us on Thursday!" — the literal translation of German "Wir sehen uns am Donnerstag". This construction does not exist in English; the farewell is simply "See you on Thursday". Similar patterns: "Bis dann" → "See you then", "Man sieht sich" → "See you around". Laura corrects him kindly — completely normal between colleagues and the fastest way to lose such ingrained errors.

Frequently asked questions

What language level is this episode for?

Level B1 (CEFR). The phone call uses clear, polite business English; the vocabulary list explains all eight key phrases bilingually.

How do I reschedule an appointment at short notice in English?

In four steps: apologise ("I'm sorry to call at such short notice"), give the reason ("something urgent has come up"), offer alternatives ("Would tomorrow work for you?") and update the invite ("I'll update the calendar invite").

What is the difference between "reschedule" and "cancel"?

"To reschedule" = to move to a new time. "To cancel" = to call off completely. If you only want to move the meeting, say "reschedule" — "cancel" sounds as if you no longer want the conversation.

Is there a transcript to read along?

Yes, the full transcript with German support notes is on this page — listen first, then take the test, then read along.

Where can I practise telephone English live?

In the online business English courses from Simmonds Language Services (englisch-lehrer.com/online): live lessons with real teachers on Zoom. Book a free consultation — serving companies and individuals across Germany since 2004.

Want to practise these phrases in a real conversation?

The podcast trains your ear — in our online lessons you practise the conversation yourself, with real teachers. For companies across Germany since 2004.

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