A postponement letter is written when a person or company wants to inform the relevant party that an event or occasion has been moved to a later date. It can also be written to request extra time to do a particular job for a particular reason.
Such a letter can be written by an individual or a company. It is addressed to the relevant person or company that had been invited or is concerned with the event or meeting.
A postponement letter is important to inform the relevant party of the changes in the dates of a scheduled event, meeting or occasion. The letter also explains the reason for the postponement. It is a written document to show a commitment to carry out the event on the promised day.
Such a letter can be used as an official document for future reference. This letter enables the relevant party to make adjustments necessary.
Tips for writing a sample postponement letter
- Address the letter to the relevant person
- Justify the reason for the postponement
- Mention the new date, time, and venue that has been arranged
- Assure the reader that the event will take place
- Apologize for the inconvenience that may result from the postponement
- Explain that the problem will not happen again
- You may include an official document to indicate the changes precisely
- Keep it short and precise
- Use a polite tone and official language
Postponement Letter Templates
Do you wish to postpone an event for a certain reason and you want to inform the relevant people? Check out a postponement letter template and sample letters that you can use to write a polite letter.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
This letter is to inform you that the ____________ meeting that was scheduled with ____________has been postponed. The meeting was planned to take place on ____________ but this has changed due to unavoidable circumstances. The meeting has been postponed to ____________ on ____________ (time).
The ____________ is attending ____________ out of the duty station and will be away until ____________. We have postponed this meeting because the guest of honor will not be available on the scheduled date. The meeting has now be rescheduled to ____________ and the venue will be ____________.
We apologize for the inconvenience that might result from this change. Postponements in the future will be communicated early enough to reduce inconveniences. Kindly find the attached amended memo for your reference. Kindly let me know of any other agendas that you wish to be discussed in this meeting.
Please understand our situation and make the changes on your calendars. We apologize for the inconvenience.
Yours Faithfully,
__________
(__________________)
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Postponement Letter
Dear _____(Sir or Madam)
I ……………..(name of the person) am writing this letter to you …………..(name of the receiver) to tell you that the meeting that was scheduled to be held on the 12 has been postponed to 15th. The venue and the timing of the meeting however remains the same and it is just the date that has been postponed.
As there were some meaningful discussions to be discussed in the meeting, it has not been canceled and is just postponed. We understand the trouble caused to you because of this sudden change. I once again apologize to you on behalf of our management for this sudden change.
Thanking you,
Yours Truly,
___________
Name of the person & Sign
Postponement Letter Samples
When you request someone to change the date of a meeting or event, it is appropriate to do so in writing. Here is a postponement letter that you can use to write an official letter to the concerned party.
From,
Harriet Patterson,
Kengen Corporations
713 Bedford St.
Grovetown, GA 30813
United States
Date:____________ (Date on which letter is written)
To,
Deborah Mason,
National Oil
8343 Shady Street
Henderson, KY 42420
United States
Sub; Postponement letter
Dear Ms. Mason,
I write to you with the reference our executive meeting scheduled for Friday 28th February 2020 at 10 am. I have been sent by my boss to handle clients in New York and I will be taking a flight this evening. I will be unable to keep the appointment of our aforementioned meeting. I am sorry that I will not make it to the meeting.
I will return to the office on 5th March 2020. I wish to request to postpone this meeting to 6th March 2020 at 9 am when I resume work. I apologize for the inconvenience that might accrue from postponing this meeting.
Please let me know if the proposed date is convenient for you. I hope to hear from you about this meeting at your earliest. I look forward to working with you in our joint project.
Thank you.
Yours Sincerely,
__________
Harriet Patterson
From,
Harriet Patterson,
Kengen Corporations
713 Bedford St.
Grovetown, GA 30813
United States
Date:____________ (Date on which letter is written)
To,
Deborah Mason,
National Oil
8343 Shady Street
Henderson, KY 42420
United States
Sub; Postponement letter
Dear Sir,
This is to inform you that the board meeting that was scheduled to happen on the 12th of September has been postponed to the 15th of September due to some official reasons. We are sorry for the inconvenience caused and would like to meet and speak o you on the 15th of September.
In case of any other queries, you can either revert to the same letter or drop in an mail on our official email id. Once again, sorry for the inconvenience and hope to see you soon.
Thanking You,
Yours truly,
______________
Name and Signature
Postponement Letter Email Format
Are you wondering how to inform the relevant person or company about the changes in the date of a scheduled event? Here is our free postponement letter in an email format that will guide you.
Dear Mr. Meyers,
I hereby write this letter with reference to an invitation to my engagement party that was scheduled for 1st March 2020. I wish to bring to your kind attention that I have postponed my engagement party due to unavoidable circumstances.
It is with deep regret that I inform you that my fiancé has lost his mother and we wish to take some family time. Our family would like to take time to mourn the passing of our mother. We have postponed the engagement ceremony to 20th March 2020 at 7 pm. The venue of the engagement ceremony will remain to be at the Green Light Hotel.
I deeply apologize for any inconvenience that I might have caused with this postponement. I assure you that the engagement will take place on the new date aforementioned above. Please consider my circumstances and make the necessary changes accordingly. I will send out new invitation cards with relevant details in due time.
I hope that we shall be able to move past this sad moment and be ready to celebrate our engagement.
Than you in advance for your consideration.
Best Wishes,
Leanne Ellison
Conclusion
A postponement letter is written to notify the relevant party that the dates of an event or occasion have changed to a later date. It can also be used to request for postponement.
Such a letter should include the reason for the postponement, the new dates scheduled, and give an assurance that the problem will not happen again. It should express a polite tone, official language, and the content professional.
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