data-ad-format="horizontal">

Cancel or Postpone an Appointment — Letter-Writing Tutorial

Tips

When canceling or postponing an appointment, be polite and concise. There is usually no need for a lengthy explanation.

Steps

1. Tell the reader why you must cancel or postpone the appointment. Be sure to identify the particular appointment by date, time, and place.

Sentences

  • I regret having to cancel our appointment for next Tuesday, but my daughter is scheduled for surgery that day.
  • I am afraid I must postpone our April 24 meeting at the Hotel Doe. I have been asked to clear my schedule that day for an urgent meeting.
  • Unfortunately, I cannot keep our September 6 appointment. I have been reassigned and my new project will take me out of the country for that week.
  • We must reschedule the May 17 board meeting. We were unaware of the regional conference on that day.
  • I appreciate your dinner invitation for February 9, but I will have to take a rain check on it. I had forgotten that I will be out of town on business.
  • I regret that will not be ready to meet with you on June 3, as we planned.

Phrases

  • am sorry to say that
  • am obliged to cancel
  • an unexpected complication has arisen
  • as we had planned
  • because of unforeseen difficulties
  • didn't realize that
  • find it necessary to
  • have been asked to
  • have to cancel our
  • necessitates a delay
  • need to postpone
  • on that day
  • regret that I will be unable to
  • regret having to cancel
  • suggest that we postpone our
  • unavailable at that time
  • unfortunately slipped my mind
  • was unaware that
  • will have to reschedule
  • will take me out of the country
  • will not be in a position to
  • will be unable to
  • will prevent me from
  • will not be ready to
  • will be out of town
  • will have to take a rain check
  • won't be able to keep
  • would hate to waste your time
  • would it be possible to postpone

2. If you wish to reschedule, propose a new time and/or place, or invite the reader to get in touch with you.

Sentences

  • I will be in town in November and will call to schedule another appointment.
  • If convenient for you, I could reschedule our appointment for the same place on November 21, at 3:00 p.m.
  • I would still like to meet with you. Please call me so we can set up a new time.
  • Would it be okay to meet the next day at the same time and place?
  • When I have a better idea about the status of the project, I will call you to reschedule the presentation. You can expect my call within two weeks.
  • Please get in touch with me at the end of July to reschedule our meeting.

Phrases

  • arrange another meeting after
  • call next week and reschedule
  • can we change the time to
  • contact me again next
  • could reschedule for
  • could you give me a call
  • give me a call
  • if convenient for you
  • if you would still like to
  • if it is possible for you
  • let me know if
  • let's plan for later that same week
  • please get in touch with me
  • please note that
  • please mark your calendars
  • same time and place a week later
  • see if we can work out
  • set up another appointment
  • set up a new time
  • should be back by
  • unable to meet with you until
  • when I have further information
  • when the situation changes
  • will get back to you
  • will call you when I
  • would you be so kind as to
  • would it be okay to
  • would be happy to reschedule
  • would Monday work for you
  • would still like to meet with you
  • would it be convenient for you to meet me on

3. Close on a positive note.

Sentences

  • I look forward to meeting with you.
  • We look forward to meeting you and learning more about your proposed project.
  • I am very sorry for any inconvenience this may cause you, and I look forward to hearing from you.
  • I apologize for the short notice, and hope we can get together soon.
  • Again, we apologize for this change of plans, and look forward to hearing from you.

Phrases

  • am still interested in
  • appreciate your cooperation
  • do apologize for
  • for this inconvenience
  • for your understanding
  • for your patience
  • for this change of plans
  • for the inconvenience
  • hope you will forgive me for
  • look forward to
  • meet at your convenience
  • sorry about the change in plans
  • thank you for
  • to seeing you soon
  • to meeting with you
  • to hearing from you
  • to learning more about
  • to establishing a
  • value the opportunity to
  • will do my best to

Related Articles

Related Resources

Still can't find the right words for your appointment letter?

4,001 Business, Sales & Personal Letters

You will with our 500 letter-writing tutorials!

  1. Find the appointment letter that fits your needs and copy it directly into Microsoft Word or your favorite word processor.
  2. Or let our 500 letter-writing tutorials guide you step-by-step through the writing process, suggesting sample phrases and sentences for each writing step. In minutes, you can write an effective appointment letter.
  3. Print your appointment letter and send it!

Try our letter-template software risk free when you buy at WriteExpress.com

If after 30 days you are not satisfied, return it for a full refund

Good

Easy
Letters

Easy Letters

$19.99 / Download


Better

3,001 Business & Sales Letters

3,001 Business & Sales Letters

$29.99 / Download


Best

1 $19.99 value free with purchase of our software for Windows (not Macintosh)

2 Free with purchase of our software for Windows (not Macintosh)