Cancellation Letter Samples

Sample 1:
I’m afraid I will not be able to make it to our meeting on Wednesday at 3:00 PM as I have previously arranged to meet with our customer, Mr. Smith, at that time. Since I would very much like to attend our meeting, please let me know whether rescheduling it is possible. I am available on Thursday and Friday, anytime after 1:00 PM.

I’m sorry for any inconvenience this may have caused.

Sample 2:
It has come to my attention that your company representatives have an appointment to meet with our engineers on Saturday, July 1. There must have been a misunderstanding as we have already contracted with another company to take care of safety issues. Our current contract runs for two more years, after which time we will be pleased to reopen discussions with your firm. I apologize for any inconvenience this may have caused you.

Sample 3:
I need to cancel the appointment I made to see you on January 29, at 9:00 a.m. When I made the appointment, I thought I would have all of the necessary information collected so we could discuss a change of zoning in my residential neighborhood, but gathering the information has been more difficult than I had anticipated. It will probably take three more months before I am ready to discuss this proposition. I am working with a group of concerned neighbors, and as soon as we are ready, one of us will call to set up a new appointment.

Sample 4:
I regret that I must cancel our appointment to discuss your athletic clothing line. I have just signed an exclusive distributorship agreement with another company. This contract lasts one season, so if you wish to meet with me before next season, please call next February to set up another appointment. I wish you the best of luck in this season.

Sample 5:
I am sorry that I will be unable to schedule a time to meet with you next Thursday to discuss your career plans. As you know, this month is the busiest time of year for us, and I will be away on a buying trip. Please contact my secretary to schedule another appointment. I should be back in town on May 15. I will be pleased to meet with you after things slow down a bit.

Source : lettersforbusiness.com

Sample 1:
I wish to advise you that I will not be attending the August convention in San Francisco, and will consequently be unable to participate as a member of the panel on insurance for businesses. I have been ill and will require daily treatments for the next two months.

I regret my inability to assist you, but do look forward to working with you on other projects. In the meantime, Suzanne Johnson or Jane Doe of Doe Corporation should be able to assist you in your planning. I am sure they can also offer suggestions for someone to take my place on the panel.

I look forward to future collaboration and will be in touch with you as soon as I am up to speed again.

Sample 2:
This will confirm my telephone call advising your secretary that unexpected work responsibilities necessitate my traveling abroad for three weeks. I must therefore ask you to postpone my tax audit that was scheduled for July 2. I will contact your office when I return and will then reschedule our appointment.

My bookkeeper has reviewed all my documentation to be sure it is complete, and I anticipate no further delays. If you need to get in touch with me, please leave a message on my home answering machine and I will return your call as soon as possible.

Sample 3:
I am sorry that I must cancel my appointment to see the Governor at noon on December 21. My mother has been hospitalized for heart surgery and it is important that I be with her at this time. I anticipate that I will be in Boston for the next three months.

Before I return home, I will contact your office to reschedule my appointment. Please send the information I requested to my home address. My mail will be forwarded to me in Boston.

Sample 4:
I regret that I will be unable to keep our 10:30 a.m. appointment next Friday, March 6. Our front office has just announced a new policy canceling all employee travel for the next six months. Until this restriction is lifted, I will have to conduct all our business by telephone, fax, or e-mail. While I will miss our personal work sessions, please be assured that I will continue to service your account as effectively as I have in the past.