An event cancellation letter is written to inform the people about the cancellation of an event/party/meeting that was supposed to be held in the near future. Events are generally planned well in advance but due to some unforeseen circumstances might be canceled. Then arises the need to inform everyone attending the event regarding this latest development.
Since an event calls for a gathering of a huge number of people, this information can’t be given in person. What better than writing them a letter to inform everyone about the same?
An event cancellation letter is a formal letter and so has to be written with great professionalism. It should contain the reason of the cancellation and when the event will take place in the near future. An apology should also be made for the cancellation in the letter as people had invested their time in it.
Run a grammar check before sending our the letters. If you don’t know how to get started, feel free to use the samples and tips provided below.
Event Cancellation Letter Writing Tips
- Begin the letter by informing that the event has been canceled.
- Mention the reason behind the cancellation and also when the event will be held shortly.
- Keep it formal and be apologetic in the tone of your letter.
- End the letter by saying that you hope people will enjoy the event later whenever it is held.
- Ensure that there are no grammatical mistakes.
Event Cancellation Letter Template
Use our free Event Cancellation Letter to help you get started.
From,
_______
_______
_______
Date : _______ (Date on which letter is written)
To,
_______
_______
_______
Subject: Event Cancellation Letter.
Dear _________ (name of the person),
Due to the unforeseen circumstances that have taken place, the __________ event(mention the name of the event) that was to be held on __________ (mention the date) stands cancelled.
We had been preparing for this event for a long time and so it saddens us to a great extent to cancel it at this time. The reasons for the same were ___________ (mention the reasons). However, we shall be organizing this event in the near future.
I hope that you will grace the occasion with your presence whenever it is held.
Yours sincerely,
____________ (Your name)
____________ (Your designation)
____________ (Your organization)
Sample Letter
From,
Alison Mosby,
Event Manager,
Apparels Redefined Pvt. Ltd.
Date: 19th sept 2016
To,
Aaron Gilbert,
Senior Manager,
Apparels Redefined Pvt. Ltd.
Subject: Event Cancellation Letter
Dear Aaron,
Due to the unforeseen circumstances that have taken place, the Fashion Show event that was to be held on 25th sept 2016 stands canceled.
We had been preparing for this event since a long time to display our latest collection and so it saddens us to a great extent to cancel it at this time. The reasons for the same were that our showstopper was recently injured during a stage practice and it would take her a while to recover. Also, our technical team has been facing some issues which can only be resolved by another team of professionals who have yet not arrived. Because of this, our investors wants to cancel the event for the time being.
However, we shall be organizing this event in the near future. You shall be informed regarding the same. I hope that you will grace the occasion with your presence whenever it will be held.
Yours sincerely,
Alison Gilbert
Event Manager
Apparels Redefined Pvt. Ltd.
Email Format
The following is the email format of Event Cancellation Letter.
To : name@email.com
From : name@email.com
Subject : Event Cancellation Letter
Dear__________(receiver’s name)
Due to the unforeseen circumstances that have taken place, the __________ event(mention the name of the event) that was to be held on __________ (mention the date) stands cancelled.
We had been preparing for this event for a long time, and so it saddens us to a great extent to cancel it at its crux. The reasons for the same were ___________ (mention the reasons). However, we shall be organizing this event shortly.
I hope that you will grace the occasion with your presence whenever it is held.
Yours sincerely,
_____________ (Name of the person)
_____________ (Name of the designation)
_____________(Name of the organization)