Cancel or Postpone an Appointment: Get Professional Letter Templates
Letter #1: Cancellation of Meeting with Engineers
I understand your company representatives have an appointment with our engineers on [Date]. There seems to be a misunderstanding, as we have an existing contract for safety services with another company. We will be happy to revisit discussions after our contract ends in two years. I apologize for any inconvenience this may cause.
Letter #2: Postponement of Zoning Discussion
I am canceling my appointment on [Date] to discuss zoning changes in my neighborhood. I am still gathering necessary information and anticipate being ready in three months. A member of our concerned neighbor group will contact you then to reschedule.
Letter #3: Cancellation of Athletic Clothing Line Meeting
I am canceling our appointment to discuss your athletic clothing line due to signing an exclusive distributorship agreement with another company for this season. If you are interested in meeting before next season, please contact me in [Month].
Letter #4: Declination to Schedule Career Planning Meeting
I am unable to schedule a meeting on [Date] to discuss your career plans due to a buying trip. Please contact my secretary to reschedule for after [Date], when I return.
Letter #5: Cancellation of Consultation Due to Project Completion
I am writing to cancel our upcoming consultation on [Date]. The project we initially discussed has been successfully completed ahead of schedule, rendering the consultation unnecessary. Thank you for your understanding.
Letter #6: Declination of Sales Meeting Due to Current Provider Satisfaction
I appreciate your interest in our services. However, we are currently satisfied with our existing provider and not seeking new vendors at this time. We will keep your information on file and reach out if our needs change in the future.
Letter #7: Cancellation of Real Estate Viewing Due to Property Sale
I am canceling our appointment to view the property at [Address] on [Date]. The property has been sold. Thank you for your interest, and I apologize for any inconvenience caused.
Letter #8: Declination of Interview Due to Lack of Qualifications
Thank you for your interest in the [Job Title] position at our company. After careful review of your application, we have decided to pursue other candidates whose qualifications more closely align with our requirements. We wish you the best in your job search.
Letter #9: Cancellation of Networking Meeting Due to Unforeseen Circumstances
I must cancel our networking meeting on [Date] due to an unexpected personal matter. I apologize for the short notice and any inconvenience this may cause. I hope we can connect at a later time.
Letter #10: Cancellation of Product Demo Due to Technical Issues
We regret to inform you that we must cancel the product demo scheduled for [Date]. We are experiencing unforeseen technical difficulties. We apologize for any inconvenience and will reach out to reschedule as soon as possible.
Expert Tips
- Clearly state the reason for cancellation or declination.
- Apologize for any inconvenience caused and express gratitude for their interest.
- Offer alternatives, such as rescheduling or suggesting other contacts, if applicable.
- Be concise, professional, and respectful in your communication.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own appointment letter effectively:
Sample Sentences
- We are no longer interviewing persons for positions overseas, so it would not help you to meet with me on this issue.
- I am afraid that a mistake has been made. My secretary has scheduled an interview with you for March 11. Unfortunately, I will not be in town that day, nor the following month.
- I don't believe that I am the right person for you to speak to about our company's insurance plan.
- Since applying to your company, I have accepted another offer, so I will not be able to meet with you on April 17.
- I will be overseas when your sales representative is in Los Angeles, and regret that I will be unable to meet with her.
- Your appointment was made in error. Our department is not hiring at this time.
Key Phrases
- after careful consideration of
- am not the right person
- am not the appropriate person for you to see
- am afraid a mistake has been made
- am not in a position to
- an unfortunate misunderstanding
- appears to be premature
- are no longer accepting
- are no longer interviewing
- don't think I have the proper perspective
- don't think I would be able to assist you
- have no need of
- have already made plans for
- have made an error
- have prior commitments
- have little need for
- is not hiring
- need time to consider
- regret to say that I will be
- will be unable to
- will not be able to
- will not be available to
- will not be feasible for me to
- will be gone for an extended time
- won't be available
- would be of no use to you
Sample Sentences
- I think John Doe is the person who can help you best. His number is 555-5555.
- If you would still like to meet with someone in our firm, I suggest that you contact John Doe. He may be able to assist you.
- If you need to speak with someone before the product is released, I suggest you set up an appointment with John Doe.
- You may want to contact Jane Doe in the Human Resources Department regarding insurance.
- I will be back in town at the end of August. If you would like to contact me in early September, I will be happy to meet with you.
- If you are interested in working for our corporation, you may want to contact the personnel office.
Key Phrases
- am enclosing a list of
- at a later date, perhaps
- could perhaps help you
- have you considered contacting
- if you would still like to meet with someone
- if you would like to contact me at that time
- if the situation changes
- invite you to
- it may be more beneficial to
- keep me on your mailing list
- may I suggest that
- may wish to call
- may wish to consider
- may want to contact
- perhaps you could contact
- person who can best help you
- refer questions to
- that any appointments be made directly with
- that you set up an appointment with
- that you contact someone in
- will attend on my behalf
- will be in contact with you
- will get back to you
- will keep your information on file
- would be happy to review
- you may wish to contact
Sample Sentences
- I wish you all the best in your search for funding.
- Thank you for your interest.
- I am confident that if anyone can help, he can.
- I hope that these suggestions will be helpful.
- I am sure Ms. Doe can answer any questions you may have.
- Please feel free to contact my secretary if you have any questions.
Key Phrases
- am confident that
- am sure that she can
- appreciate your letting us know
- best wishes
- best wishes for your success in
- for informing me of
- for understanding our position
- hope things work out for you
- hope that this will be of benefit to you
- hope this will be satisfactory
- if anyone can help, he can
- look forward to
- please feel free to
- thank you for
- to meeting you there
- to give you an introduction to
- to hearing how it turns out
- trust that this will help
- wish you the best of luck
- would be happy to
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