Letter to Cancel a Reservation of a Conference at a Hotel

The conferences are held to introduce new products or resolve the problem related to some particular issues. The agenda points are circulated beforehand. Therefore, the conference room provides the platform for a company to represent its stakes directly.

All the stakeholders are present at the conference; therefore, it is easy for the company to convey its message and communicate directly to the stakeholders and resolve the issue at the spot. Furthermore, the company can present its products and comparative analysis with other products available in the market. If the points are communicated well, then an agreement is signed keeping in view the terms and conditions.

In short, such conferences provide direct access to sellers to launch their product in the market and buyers to proportional scrutinize the products with respect to their quality and price.

The reservations in such conferences are performed in advance to inform the organizer and if the plan is not matched with the schedule or in case no participant is attending it then organizers are informed through a letter to cancel the reservation.


I am writing to you on behalf of our NGO [name] to cancel the reservation we had made on [date] for our annual Breast cancer awareness conference. We are canceling our reservation because the conference has been delayed due to the lockdown imposed by the government.

The importance of this conference can be assessed by the fact that Breast cancer is the second leading cause of death in women across the world. Spreading awareness about it is vital because it ensures early detection when it is most treatable. Our NGO has been working in this field for the last ten years and the fruits of our hard work have started appearing in the form of increased interest being shown by women belonging to all strata of society.

Our annual conferences are the most important events in our calendar because they attract speakers from all over the region who share the latest research and development going on in this field. A very important part of these conferences is the survivors who speak on this occasion sharing their stories. Many women get hope and inspiration from these speakers.

It is a pity that we had to cancel this event but nothing is certain in this pandemic and just when everyone thought that life is returning to normal, another wave came and took many lives making this lockdown inevitable. Whenever the conference is rescheduled, we intend to have it in your hotel as the spacious venue and your excellent catering make it the perfect spot to have this event.

Looking forward to working with you again.


I am writing to cancel the reservation we made on [date] for our annual Heart Association conference on [topic of conference]. We have made this decision after the incident that happened in your hotel on [date].

As you know that our organization attracts distinguished speakers from all over the world on this occasion. These include senior cardiologists and health care professionals as well as scientists doing the latest research in this field. Due to these high-profile guests, we cannot take a risk as a lot of them have canceled their invitation after hearing about the unfortunate terrorist activity that took place on [date].

We highly regret the inconvenience that this cancellation would cause you. We had our annual conferences in your prestigious hotel for the last four years and they have all been handled perfectly by your staff and we had no complaints. It is only due to the guests’ security concerns that we can not go ahead with the plans. However, we stand with you in this difficult time and wish you all the best for the future and we hope that you leave this tragic incident behind soon.

Looking forward to working with you again.


Advanced Micro Devices
Alex Steven
14 St. Columbus Avenue, West Virginia.


Mr. Kyle Eli Carter
Commercial Metals Company
54 Boulevard St. South Coast Avenue, New Hampshire.

Dear [Recipients Name],

I am writing a letter to cancel the reservation of the conference being held on 25th May 2017 in the main conference room of your hotel. The reservation number for our company is PLKU-3328. It is prudent to highlight that the received agenda points are not matched with the products of our company. And our company does not have any plan to invest or launch the products in the mentioned domain.

Secondly, the new products launching ceremony of our company is planned on the same date and efforts are on hand for preparations of the same. Therefore, it would be futile to attend the conference on subject products and their future scope. I am grateful for your invitation and consequently reservation in advance.

Looking forward to your kind response.


Alex Steven

Marketing Manager, Advanced Micro Devices


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