Honest and Articulate Example Letter to Apologize for Missing an Appointment

| August 26, 2012 | 0 Comments

Our example letter to apologize for missing an appointment can be used for a number of business and personal situations. Whenever you miss and appointment, or know that you are going to miss one, it is important to call the person you are scheduled to meet right away. Sometimes this may not be possible, or you may not be able to give a full explanation at the time. In such a case, it is good manners to send a follow up letter, detailing as much as you can about your reasons for not being able to attend. This could be tricky, as the reason may be confidential or involve another’s confidentiality. To make sure you respond appropriately, reply using our example letter to apologize for missing an appointment.

Making the Best Use of Our Example Letter to Apologize for Missing an Appointment

By first understanding its format, you will make the best use of our example letter to apologize for missing an appointment. These types of letter are considered business documents, and therefore need to be appropriately formatted. The example here is written in the block style, one of the most widely accepted formats for business correspondence. It is constructed so that the text is all written in sections or “blocks,” each block with single space in between. As such, each section is easily edited by cutting and pasting; substituting the contents of our example with your own information.

Once you are comfortable with the formatting, you can Download This Example Letter to Apologize for Missing an Appointment and edit it using Microsoft Word or similar program on your personal computer.

Our example letter to apologize for missing an appointment begins with the addressing. First you type your contact information, followed by the date, the name and contact details of the reader, and the salutation or greeting. It should look like this:


Mr. Steven Smith
Managing Director
Stationery Supplies Co.
16 Crocket St.
Armadillo, TX 21469-01
Tel: 312-337-4796
Email: ssmaith@email.com

November 11, 2007

Mr. Jack Hutchings
Manager
Trans Global Shipments
45 Washington Ave.
Armadillo, TX 21479-03

Dear Mr. Hutchings,

The body of your letter to apologize for missing an appointment needs to contain but a few short paragraphs. The reader won’t want to read a long-winded account of your reasons for not attending the meeting. Rather a concise, yet detailed explanation is more important, especially for business matters.

Simply highlight the main reasons for your absence, let the reader know you are genuinely sorry, and request a rescheduling of the missed appointment. You might say something like that contained in our example letter to apologize for missing an appointment, the completed version which follows:

Mr. Steven Smith
16 Crocket St.
Armadillo, TX 21469-01
Tel: 312-337-4796
Email: ssmaith@email.com

November 11, 2007

Mr. Jack Hutchings
Manager
Trans Global Shipments
45 Washington Ave.
Armadillo, TX 21479-03

Dear Mr. Hutchings,

I am sincerely sorry for not being able to attend our scheduled meeting on November 7, 2007 at 3pm. As I mentioned, I got a call from my son’s school saying that there was an emergency and I needed to get to Armadillo General Hospital immediately.

It turned out that Jeremy had an allergic reaction after being exposed to a cleaning chemical during his art class. He was in the emergency room when I got there, and I ended up spending the rest of the day there while he was being treated. 

As it turns out Jeremy has fully recovered, and if possible I’d like to reschedule our meeting at your convenience. Please feel free to contact me on my direct line at 312-337-4796 ext. 001., or by email at ssmaith@email.com. Thank you for your understanding, and again, my sincerest apologies.

Many Regards,

Steven Smith

When you’re ready to compose your own letter you can Download This Example Letter to Apologize for Missing an Appointment and edit it to include your personal apology.

Tips and Useful Sentences you Can Use with our Example Letter to Apologize for Missing an Appointment:

  • I am extremely sorry for not being able to honor our commitment to meet on…(date)
  • Please excuse me for not being able to attend our scheduled meeting on…(date)
  • Make sure you send your apology letter as soon as possible to demonstrate your heartfelt sincerity. 

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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