Home > Everyday > Cancel or Postpone an Appointment by Letter

Cancel or Postpone an Appointment by Letter

By: Jeff Durham - Updated: 3 Feb 2018 | comments*Discuss
 
Letter Of Cancellation Letter Of

From time to time we all need to cancel or postpone an appointment due to unforeseen circumstances and, for the most part, we can do this verbally over the phone or in person.

There are, however, occasions where it’s necessary to confirm this in writing. Sometimes it is mandatory and other times we may simply do this as a courtesy gesture or to provide ourselves with written confirmation as back-up that we have cancelled or postponed an appointment in case there might be legal ramifications and/or charges attached if a company, for example, decides to take action against us for failing to notify them.

More often than not, charges or legal action associated with cancellations tend to be with regard to purchase agreements we have entered into and not appointments we have failed to keep. However, as a precautionary measure, it makes sense to send a written notification in these instances too in order to avoid any confusion. For example, you may cancel a dental appointment over the phone but, for whatever reason, it might not have been entered onto the system correctly and you might find yourself receiving a letter down the track in which your dentist is charging you a fee for your apparent ‘failure’ to keep the appointment.

On the other hand, letters of this kind are often sent as a courtesy and to allow others to amend their diaries and also to, perhaps, make the most of their busy schedule. This will often be associated with business where a meeting might be arranged but where one of the parties involved have to cancel or postpone for some reason.

A letter informing somebody of your need to cancel or postpone an appointment can be quite brief. You should firstly apologise that you cannot honour the appointment and state the date and time that it was due to take place. It’s also courteous to state the reason why you have had to postpone or cancel. If it’s a postponement, you should give the recipient a date and time you can re-arrange it for, or, alternatively, it is often better to ask them to get back to you with an alternative date and time.

These letters can be formal or informal depending on your relationship with the recipient. Obviously, you should send this type of letter as soon as you know that you will be unable to keep the appointment.

You will find an example of how to write this letter in our Essential Business Letter Pack, which can be accessed via the Downloads section of this site

You might also like...
Share Your Story, Join the Discussion or Seek Advice..
[Add a Comment]
Hi Need a sample of Postponed letter Because I'm sick and I can not travel to other country, I need a Visa letter , Please advise,
Alen - 3-Feb-18 @ 8:48 AM
I haven't experienced to be wrote for postponed letter.
Pipe - 20-Jan-13 @ 5:52 PM
Need a sample for postpone course
Miss Nuruk - 18-Oct-12 @ 2:34 AM
Need a sample for postpone meeting :)
Naraa - 7-Feb-12 @ 12:47 AM
need a sample of Letter of Cancel or postponed meeting
SK - 10-Dec-11 @ 5:52 AM
Share Your Story, Join the Discussion or Seek Advice...
Title:
(never shown)
Firstname:
(never shown)
Surname:
(never shown)
Email:
(never shown)
Nickname:
(shown)
Comment:
Validate:
Enter word:
Latest Comments
  • Raj
    Re: Writing to Your MP
    How to write to member of parliament regarding transfer posting in bank from west Bengal to Kota Rajasthan.
    23 July 2019
  • Glenn Hudson
    Re: Letter Explaining Reasons for Bankruptcy
    I need someone who can write a letter for Chapter 7 and 13 filing for mortgage.
    11 July 2019
  • Nneka
    Re: Letter Announcing a Death
    How can I write a letter to inform my daddy's club members that my daddy is dead.
    2 July 2019
  • RISINGSTAR
    Re: Letter Announcing a Death
    I am suing a company, I just found out my attorney had deceased, What kind of letter do I send to the company I am suing? and how do I…
    2 July 2019
  • Fay
    Re: Writing to Your MP
    I want to write to my local MP to help with getting my Child into school. She has been out of school for 3 months now and she is 15 Years old…
    8 June 2019
  • markeylaw
    Re: Letter to Insurance Company Placing a Claim
    I am looking for a letter to send to both my mortgage provider and insurance company. My mortgage is with…
    28 May 2019
  • Sow
    Re: Writing to Your MP
    I want to write an letter to MP, requesting for recommendation for my citizenship application.
    22 May 2019
  • JAYGA3
    Re: Letter to a Judge to Defend my Case?
    I am trying to write a professional letter to a judge to ask for arbitration in my divorce case.
    20 May 2019
  • JDQ
    Re: Letter Announcing a Death
    how do I write a letter informing my meeting colleagues of my father's death; as required by one of the meeting rules
    17 May 2019
  • MIkar
    Re: Letter of Complaint to the Council
    Can you help me with a complaint of how to write a letter to council and discuss the poor outdoor play area?.Thankyou
    10 May 2019