Cancelling appointments – Tutorial
From time to time we all need to cancel or postpone an appointment. A letter informing somebody of your need to cancel or postpone an appointment can be quite brief. You should firstly apologies that you cannot keep the appointment. You should give the reason why you have had to postpone or cancel. If it’s a postponement, you should give the recipient a date and time you can re-arrange it for, or it is often better to ask them to give you an alternative date and time.
These letters can be formal or informal depending on your relationship with the recipient. You should send this type of letter as soon as you know that you will be unable to keep the appointment.
Some useful tips:
- these letters should be short and to the point
- be polite; you never know when you might meet with this person again or need his/her services or products
- if you must cancel the appointment, do so as soon as possible
- if possible, write the reason for which you are cancelling
THE OPENING LINES
Open the letter by expressing your regret that the meeting will not take place.
“I am sorry to have to inform you that…”
“I regret to inform you that…”
THE MIDDLE
Explain clearly the reason for your decision.
“I have just been told that I have to….”
THE END
Express your regret for any inconvenience this may cause your business partner. Offer another date for the meeting.
End by writing another apology for any inconvenience caused.
“I was wondering if might be possible…”
“Please could we reschedule the meeting for…”
“I apologize for any inconvenience….”