Email Template: How to Reschedule a WAVE Session

You’ve got a session on the calendar? 👏👏 It is highly recommended you respect your Advisor’s time and show up to the confirmed time but life happens. Whether it’s an unexpected doctor appointment or an urgent classroom situation that will cause you to reschedule your session, there’s a right (and wrong) way to reach out to a professional.

Here’s what to do if you find yourself needing to reschedule:

  • ✉️ Reach out as early as you can. Once you know you can’t make it to your session, email your Advisor immediately. (Email template below!) If there’s even a chance you can’t make it, we recommend reaching out to give a head’s up. As a rule of thumb, never reschedule a meeting less than 24 hours beforehand (except for emergencies).

  • 🤷‍ Be prepared to give a good reason. You might think it’s TMI but professionals appreciate it if you share a reason with them. You’re not obligated to give specific details but just never just say I need to reschedule, period. It gives off the impression that you don’t value their time.

  • 📅 Offer alternatives dates and times. It’s easy to ask for a rain check and never actually follow through. Remember, this is your opportunity to gain valuable exposure to the tech world, don’t let it slip through the cracks. Reschedule through the WAVE platform or include new dates/times in your email.

If you feel like backing out of a WAVE session because you’re anxious and unsure of what to talk about, just remember we have prep content, and your Advisor is more than ready to lead. You can also chat with the team and the WAVE community in our private Slack group to get specific advice.

Email Template:

Hi {Advisor Name},

I hope you’re having a good week! I’m reaching out regarding our WAVE session, which is scheduled for [date] and [time]. Unfortunately, I have to reschedule because [reason]. I apologize for the inconvenience and look forward to getting it back on the calendar. Do any of the following dates/times work for you?

[Option 1]
[Option 2]
[Option 3]

Let me know! If you’re not free then, please let me know your availability. I look forward to meeting and learning more about [their role, industry, company].


{Your Name}

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