Appointments - Do you explain why you've deleted or updated an appointment?

Every appointment change is disruptive, so always explain why it was necessary.

Unlike email, appointment updates don’t keep a visible history of the original content. It is a good idea to add a version number at the top to make changes transparent and track the timeline.

This avoids people starting to question how the change happened.

Whenever you modify the time, attendees, or subject of an appointment, include a comment at the top explaining the reason for the change.

Altered appointments should include:

• Your name - If the appointment is sent from a shared mailbox or Team, it may not show who made the change. Include your name next to your comment for clarity
• Version number - Add a version number (v#) to the notes to help track changes.
• As per our conversation - If the change is based on a conversation, mention who you spoke with in the note so others know who was involved

Example of a change comment:

✅ Figure: Good example - Author, version number, and reason included

✅ Figure: Good example - Explaining the change that has been made using the version number

✅ Figure: Good example - Real-world example demonstrating this rule