Explanatory Example Letter to Cancel an Appointment for a Cause

| August 25, 2012 | 0 Comments

This example letter to cancel an appointment for a cause can be used to graciously apologize for having to withdraw from a scheduled appointment. Unforeseen circumstances happen to all of us, and can occur at anytime. If they happen at the last minute, it is acceptable to cancel with a phone call, though a follow-up letter with a full explanation at a later date is courteous. A letter is also the recommended form of apology when there is ample time to cancel. Whichever your circumstance, certain etiquette should be followed and particular concerns considered. Make sure your apology letter is acceptable and ethical by using our example letter to cancel an appointment for a cause.

Making the Best Use of Our Example Letter to Cancel an Appointment for a Cause

By first understanding its structure and format, you will make the best use of our example letter to cancel an appointment for a cause. Such of letter is considered a business document, and therefore should be appropriately formatted. Our example here is structured in the block style, one of the most widely accepted formats for business type letters. In the block style the text is formatted so that it is written in sections or “blocks.” Each block is separated with a space and is therefore easily edited with a bit of cutting and pasting; replacing the contents of our example with your own information.

Once you are comfortable with the formatting, you can Download This Example Letter to Cancel an Appointment for a Cause and edit it using Microsoft Word or similar program.

Our example letter to cancel an appointment for a cause starts with the correct addressing. Your contact information will appear first, followed by the date, the name and contact details of the reader, and the salutation or greeting in the following way:


Mr. Michael Thompson
Masterworks Art Gallery
26 Madison Ave.
New York, NY 214690
Tel: 212-589-4986
Email: mthompson@email.com

December 17, 2004

Mr. John Stevens
Boys Club of America
17E. 53 St.
New York, NY 214790

Dear Mr. Stevens,

You’ll notice that the body of our example letter to cancel an appointment for a cause contains only a few short paragraphs. Long winded excuses aren’t necessary, and are in fact unwelcomed. In such situations a concise, yet detailed explanation is more appropriate.

Simply highlight the main reasons for your absence and inform the reader that you are genuinely sorry. A good ethical practice is to request a rescheduling of your engagement, or recommend someone to fill in for you. You could say something similar to that of our example letter to cancel an appointment for a cause, the completed version which lies below.

Mr. Michael Thompson
Masterworks Art Gallery
26 Madison Ave.
New York, NY 214690
Tel: 212-589-4986
Email: mthompson@email.com

December 17, 2004

Mr. John Stevens
Boys Club of America
17E. 53 St.
New York, NY 214790

Dear Mr. Stevens,

It is with great regret that I am forced to cancel our scheduled appointment on December 26, 2004.

Unfortunately I have been asked by my employer to attend a showing in Singapore on December 22, 2004 and will be away until January 14, 2005, as I will be conducting an appraisal of the works thereafter.   

If you would like to reschedule the engagement for sometime in the New Year, I have the entire months of March and April free and would be happy to speak at anytime during that period.

As an alternative, I am happy to recommend my colleague Mrs. Ann Sorensen, who has traveled extensively in Asia, Africa, and the Middle East, and who is as knowledgeable as I am on the subject of indigenous tribes. She is very capable of delivering an informative and interesting discourse to the boys, and has informed me that she would be happy to do so.

If that is an acceptable alternative, please contact me on 212-589-4986 or by email at mthompson@email.com by December 20 so that I can make the arrangements with Mrs. Sorensen.

Thank you for your understanding, and I apologize again for any inconvenience.

Sincerely,

Michael Thompson

Once you are ready to compose your own letter you can Download This Example Letter to Cancel an Appointment for a Cause and edit it to contain your personal details.

Tips and Useful Sentences You Can Use with our Example Letter to Cancel an Appointment for a Cause:

  • Keep your letter brief but informative, highlighting the main reasons for your absence.
  • Suggest someone to take your place, or offer to reschedule the appointment.
  • Provide your contact details so that the reader can contact you to make alternative arrangements.

Category: Business Apology Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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