Cancel or decline to schedule an appointment

This letter is written to cancel an appointment that was made. It can be a letter expressing regret for the inconvenience caused. The letter should include all the details like the reason for cancellation etc. There can be many reasons for cancellation in a letter like the cancellation of a doctor’s appointment or cancellation of a meeting and alike.

There must be a relevant purpose of cancellation described appropriately so that the concerned person can understand the severity of the situation and hence the cancellation. The language of the document must be simple so that it does not create any misconception among the two concerned parties.

Letter To Cancel An Appointment Writing Tips

The letter should include the reason behind the cancellation. Try to convince the reader how deeply you regret cancelling the appointment or meeting.
The letter should be written in a humble and polite tone.
Make sure that the letter is free from grammatical errors.
Mention for long will you be absent from the company or organization and replacement that you have found if any.

Template.

Use our free Letter to Cancel an Appointment to help you get started

From

_______________

Date:____________

____________

Subject – Letter to Cancel an Appointment

Dear _____, (name)

I wish to bring to your notice that I will not be able to come for our appointment on ______________ regarding the upcoming project. My mother has undergone a knee surgery which requires her to take complete bed rest for two months. As I am the only son and there is no one else to take her care and be there by her side I will not be able to make it for the meeting. I realize the importance of the meeting and deeply regret not being able to attend it.

I would like to recommend _________him for the project on my behalf. I will ask him to join you for a discussion, and then you can decide further on him. I have prepared all the notes regarding the project and shall forward those with _________.

I can rest assure you that I will be available with full support. Please feel free to call me and discuss any issues.

Yours Sincerely,

_____________.

Sample Letter

Below is the sample of letter to cancel your appointment for your reference.

From
Satish Pradhan,
General Manager – Operations,
ABVP Techno Solutions,
Gurgaon.

Date: 17th November 2017.

To,
Bala Subramaniam,
Associate Head,
ABVP Techno Solution,
Gurgaon.

Subject – Letter to Cancel an Appointment

Dear Mr Subramanian

I would like to recommend _________(name of person) for the project on my behalf. I will ask him to join you for a discussion, and then you can decide further on him.I have prepared all the notes regarding the project and shall forward those with ___________.

I can help you in this regard, and please feel free to contact me anytime.

Thanking you.

Mr Satish Pradhan

Email Format

Below is the email format of a letter to Cancel an Appointment.

To: name@email.com

From: name@email.com

Subject: Cancellation of Appointment.

Dear __________,

I wish to bring to your notice that I will not be able to come for our appointment on______________ regarding the upcoming project. My mother has undergone a knee surgery which requires her to take complete bed rest for two months. As I am the only son and there is no one else to take her care and be there by her side I will not be able to make it for the meeting. I realise the importance of the meeting and deeply regret not being able to attend it.

I can rest assure you that I will be good support. Please feel free to call me and discuss any issues.

Thanking You,

__________________.