Appointment Cancellation Letter

There are different appointments which are carried out each day with different staff members. Sometimes, because of the personal matters/issues, it becomes difficult for you to see the visitors and you have to cancel the appointment. The best way to let the reader know about the cancellation of the appointment is through writing the appointment letter.

The appointment cancellation letter is written to let the reader know about the cancellation of the appointment. The information about the cancellation does not sound good, so the tone of the letter should be polite.

The letter should be brief and there should not be any unnecessary details added to it. The letter should include the reasons for which the appointment has been canceled.

It is also required to assure that you are pointing to the right appointment. If you have decided the next date of the appointment, do mention the date, time and the location of that appointment.

If you have not decided the new date for the appointment, then you can ask the reader to contact you soon for the rescheduled date of the appointment. The focus while writing this letter should be on the cancellation of the appointment.

Do not write the letter in such a way that it confuses the reader so the information in the letter should be given in clear words. Add the subject to the letter. The main purpose of adding the subject is to seek the attention of the reader. The letter should be ended on the positive note.

Letter -1

With apologies, I must cancel our scheduled appointment for next Thursday, May 4. I have just been assigned by the company to make a trip to New Guinea to meet with one of our key suppliers and as I am sure you understand this will keep me out of the office for more than a week.

I will be available any day during the week of May 22; if that works for you, please give me a call or send me an email and we’ll reschedule.

I’m sorry for any inconvenience.

Letter -2

I am writing this letter to let you know that I have to cancel the appointment which I made to see you coming Thursday at 12 p.m.

I thought I will be having all the information related to our work on Thursday when I made this appointment. But after that, I came to know that it is too hard to gather the right information because of which I decided to cancel the appointment until I receive all the information.

I am working with my group in collecting information and I will call you for the meeting as soon as I will be ready for it. I apologize for this inconvenience and I am really very grateful for your patience.

[Your Name]

[Senders Title] -Optional-

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Appointment Cancellation LetterAppointment Cancellation Letter

Size: 38 KB Word .doc File 2003 & later
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Size: 122 KB PDF File
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[personal use only: Not for Resale & Distribution]

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