If you have been in the business a while, you know the importance of attending the appointments or scheduled meetings. However, in the line of work, there might be circumstances that are out of your control. Sometimes, you will have to cancel a particular meeting.
Whether you want to cancel or reschedule the meetings, you will need to send a professional message to notify the other meeting members to let them know that you are not able to attend the meeting. The notification is the best way to maintain a healthy relationship between you and your colleagues, partners, and clients. If you need to cancel the meeting, you will need to inform them with professionalism and courtesy.
You will need to learn to do it professionally so that your meeting cancellation won’t tamper with the current good relationship with them.
Meeting cancellation email – what is it?
A meeting cancellation email is a professional notice for the recipients to let them know that the sender of the email is not able to attend the appointment or scheduled meeting. You will need to send this type of email to confirm the cancellation or reschedule of the meeting.
With the particular email, it will be easier to make sure that the recipients of the email know that you won’t be able to attend the meeting, or you cancel the meeting for good. This will give them a heads up on prioritizing their activities.
Why send them an email?
You might be able to call them one by one but it would take a long time and effort to attain the notifications for them. Meanwhile, emailing your colleagues or clients is a fail-proof strategy to notify them about your attendance in the meeting. It is also a courteous way of notification.
In the email, you will also have a good opportunity to reschedule the appointment and meeting for a later date. You can write a cancellation email with a polite apology to the recipients as well. It will make it convenient for both parties to proceed with their own agenda.
In your professional email, there’s also space to give you the chance to explain the real reason for your cancellation or reschedule. It will help them to understand the inevitable circumstances that make you cancel the meeting.
Sample Emails
EXAMPLE
Dear Elisabeth, Unfortunately, I will not be able to attend the meeting at 2 pm. I have a very urgent task and I can’t postpone it. I apologize for the inconvenience! Kind regards, Sam
EXAMPLE
Hi Sussan, I am writing to inform you that due to unforeseen circumstances I have to cancel our meeting tomorrow at 10 am. I’m really sorry that I had to inform you at the last minute. Will keep in touch. Best regards, Tom
EXAMPLE
Dear James, An emergency task just came up that I had forgotten about. I apologize a lot, but I will have to cancel our meeting for today. I will be happy to make the meeting on another day at a time convenient for you. Sincerely, Oliver
EXAMPLE
Good morning Sarah, Due to unforeseen circumstances, I have to cancel our meeting at 3 pm. I apologize for letting you know at the last minute, but I would be happy to reschedule the meeting to another day. I look forward to your feedback when it will be convenient for you to make the appointment. See you soon. Regards, Liam
Useful tips before writing the meeting cancellation email
First things first, it is very important to choose the diction when creating the subject line. Make sure to have a clear subject line so that your recipients will know what the email is about.
Secondly, you will want to create a professional opening statement. Always prioritize courtesy and politeness because you are working in a professional industry. Don’t forget to personalize the email by including the recipient’s name. Double-check it before sending it.
For the explanation, you don’t have to write long paragraphs to do it. You can briefly explain the situation. Explain the reasons for your absence from the meeting with clear and dense sentences. Also, ask to reschedule if you still strive for the particular meeting.
Apologize with gratitude so that it can improve the relationship between you and your recipients.
