Example Letter #1
It has come to my attention that your company representatives have an appointment to meet with our engineers on Saturday, July 1. There must have been a misunderstanding as we have already contracted with another company to take care of safety issues. Our current contract runs for two more years, after which time we will be pleased to reopen discussions with your firm. I apologize for any inconvenience this may have caused you.
Example Letter #2
I need to cancel the appointment I made to see you on January 29, at 9:00 a.m. When I made the appointment, I thought I would have all of the necessary information collected so we could discuss a change of zoning in my residential neighborhood, but gathering the information has been more difficult than I had anticipated. It will probably take three more months before I am ready to discuss this proposition. I am working with a group of concerned neighbors, and as soon as we are ready, one of us will call to set up a new appointment.
Example Letter #3
I regret that I must cancel our appointment to discuss your athletic clothing line. I have just signed an exclusive distributorship agreement with another company. This contract lasts one season, so if you wish to meet with me before next season, please call next February to set up another appointment. I wish you the best of luck in this season.
Example Letter #4
I am sorry that I will be unable to schedule a time to meet with you next Thursday to discuss your career plans. As you know, this month is the busiest time of year for us, and I will be away on a buying trip. Please contact my secretary to schedule another appointment. I should be back in town on May 15. I will be pleased to meet with you after things slow down a bit.
Write Your Letter Step-by-Step
Explain why you must cancel or decline making the appointment. Be specific about which appointment you are referring to, if one has already been made.
Suggest alternatives for the reader.
Close on a positive note.