Attending scheduled meetings is professional, but sometimes circumstances may require you to cancel or reschedule the meeting to which you have been invited. If you cannot make it to the meeting, take the time to send a professional cancellation email to inform others of your cancellation and maintain the right relationship with your colleagues, managers, and clients. When you need to cancel a meeting, we recommend writing a professional cancellation letter, which you can do by reading the best email signatures examples. This article provides valuable information on what a meeting cancellation email is, why it is important to send an email, and how to write it correctly in different situations.
What is a business meeting cancellation email?
A canceled meeting email is a notification sent by an expert when you are unable to attend a scheduled event or meeting to which you have been invited. You can send this type of email to cancel or reschedule an appointment. This will announce that you will not be attending the meeting and provide an opportunity to rearrange other tasks on the schedule. Here are some important things you should include in your email so your recipients get all the information they need. You must specify you:
- Name and contact information;
- Current professional activity;
- A short paragraph explaining why you canceled the appointment;
- Polite and professional words of appreciation for your invitation.
Why are you emailing to cancel an appointment?
The formal and polite way to cancel a meeting is to send an email to a colleague or client to let them know that you cannot attend the meeting you have been invited to. You can also give them the option to reschedule the meeting for a later time. Finally, if you write a cancellation email to the client, you will apologize for any inconvenience caused by your absence from this meeting. You can also briefly describe the situation. This helps the recipient understand why the meeting needs to be canceled. The reasons for cancellation are as follows:
- You are sick;
- You are stuck in a traffic jam or have problems with car maintenance;
- A personal or family emergency has arisen;
- By coincidence, another extremely important business meeting was scheduled for the same time;
- The meeting is no longer relevant or useful to you.
How to write a professional email to cancel an appointment
Canceling an appointment via your email:
Step 1. Write a clear topic
When canceling or rescheduling a meeting with someone, it is important to write a clear subject. That way, the other person knows what to expect before they read your message. This increases the likelihood that people will open and review your emails before the scheduled business meeting time.
Step 2. Use a professional opening sentence
Write the most polite, professional opening sentence that will appeal to the email recipient. You can personalize your emails by entering the recipient’s name. Before sending an email, double-check the spelling of the person’s first and last name.
Step 3. Briefly describe your current situation
You may not need to describe in detail the circumstances that prevented you from attending the meeting, but it will help the addressee understand the true reasons for which you cannot attend the meeting to which you were invited. Write a short sentence or two explaining why you need to cancel the meeting. In case you want to provide specific information, you can provide more detailed information.
Step 4. Ask for an extension
If the meeting is extremely important, ask for the opportunity to postpone it. It shows that you care about being able to attend an important meeting. Communicate that you are working on a specific schedule, and communicate that the meeting hours are different from your work hours. If you use an online calendar for scheduling, you can also provide the recipient with a link to it so they can invite you when you’re free.
Step 5. Give thanks
We apologize for any inconvenience this schedule change may cause the meeting organizer, thank you in advance for your flexibility. Remember that others have appointments and wishes that may have to be rescheduled to accommodate your request. This can make it more likely that someone will understand your situation.
Step 6. Finish the email
Finally, finish the email with a professional closing statement and your name. Depending on your relationship with the person, you can also enter the job title and your current mobile phone number. This allows us to provide the necessary information to contact you directly if any important questions arise.
Tips for writing an email about canceling a business meeting
Here are some more tips to help you craft a professional email if you have to cancel an appointment. Please email me as soon as possible. Let recipients know in advance that you will not be able to attend the meeting so they have time to reschedule. Each situation may have different requirements, but we recommend that you send a cancellation email at least two hours before your appointment. Be as honest as possible. When you want to show empathy to email recipients, let them know that you understand the difficulty of canceling an appointment. I sincerely apologize and thank you for your understanding. Keep your message short. Include only the most important details in your email to demonstrate that you respect the reader’s time. This allows recipients to quickly identify the information they need so they can adjust their schedules. These steps should be used for illustration purposes only and may require additional formatting to meet accepted standards. Imagine you promised to send important data to a colleague and forgot it in the work stack. Partners should be informed that cooperation cannot be continued at this time. A few points that make you think even managers who are well versed in business correspondence should know about the sentences that are best suited in certain situations according to the etiquette of business documentation and how to look competent at the same time. Start each letter with a greeting. It is worth using the “Have a nice day” format. Return to your goal. When it comes to a specific person, it is worth addressing him. A specific address is considered appropriate in business documents, even if they refer to seniors or people of status. It is important to consider the opening sentence of the letter because a lot can depend on it. If this letter is in response to an invitation, request, or thank you, express your thanks in the first sentence. Thank you very much. In the confirmation letter, you can also use wording such as: “Thank you, I confirm that I accept.” If a colleague, partner, or client forgets to reply to your email, how do you let them know? First, you need to remind yourself what exactly you agreed on. It helps to understand to whom and when you promise what. After that, you need to indicate how long the contract is valid or how long this problem will be solved. To do this, you can use verb syntax in the letter. Please note that if you are contacting a specific body regarding important decisions for you or your company, you should use the syntax “We invite you”, “We encourage you”, “We ask you to consider this letter by a certain deadline”, “We ask you to sign the document”. It should also be noted that business correspondence does not fulfill some of the requirements of the frequently established list. Therefore, keeping in mind the essence of the letter, it is worth noting how many points have been fulfilled and how many requirements remain to be fulfilled by the end of a certain period.
If it’s an urgent email, it’s a good idea to use options that will let you know whether the recipient of the email has received information about your absence, or whether it’s because the recipient has received a flurry of other emails. In this case, you can resend the letter or call the addressee and verbally explain to him the reasons for your absence from the meeting. The letter may include phrases such as “Please note” or “I would appreciate it if you could let me know.” In most cases, company or business representatives must notify clients of the opt-out on behalf of the organization they represent. You need to say “no” wisely and correctly. A refusal can be worded as follows: “After careful consideration of your appointment, I regret to inform you that I will be absent”, and “Thank you for your efforts, but I cannot accept your offer”. When the previous agreement was approved, but for some reason, the circumstances have changed and it is necessary to submit a refusal, it is necessary to explain why you changed your mind. For this, it is recommended to use an explanation of why you will be absent. Disclosure is important because following this process reflects on your reputation. Sometimes, you may be so busy with work that you forget to respond to emails at the appointed time. In this case, you can use the words “I’m sorry”, but only if you want to sincerely apologize. It is advisable to maintain a neutral tone suitable for professional interaction. It is also important to indicate in the letter that you are ready to return the previous agreement or accept the offer. On the other hand, in business correspondence, you should not go into the details of what happened in your family situation, even if you need to explain why you did not fulfill certain arrangements for a meeting that you were invited to, but for some reason, you could not visit her. Business letters are usually very clearly structured and do not contain unnecessary information. Only include components that are directly related to the topic you are describing. Letters of introduction should consist of 4 to 10 sentences, accompanied by a greeting and farewell. For example, if you want to offer your services to your customers or partners, the letter should be as short as possible. The reader who reads your letter clearly must understand what you are telling him. Details of the letter can be provided in the attachments. Thanks to them, you can keep the correct structure of the letter. This includes examples, copies of documents, links to resources, etc. At the same time, the letter must contain a clear list of these attachments. Of course, don’t forget to include them. The internal corporate style involves freer communication. People create a permanent form of signature when working with business documents, especially emails.