Appointment Cancellation Letter

The word appointment is an agreement or a formal arrangement to meet someone at scheduled date and time at a particular venue for a purpose. An appointment is something similar to a fixed agreement for the meeting. It is sometimes worse and embarrassing moment to back off from a scheduled appointment and telling that in person makes it even worse. In that case writing an appointment cancellation letter may help out the needy one.

An appointment cancellation letter is written to cancel the arranged meeting or appointment due to some reasons. Mainly appointments are formal in nature, so it is the duty of the one who is canceling to let the other party know about the cancellation before the scheduled date. While writing the cancellation letter, one should keep in mind to mention the genuine reason behind the cancellation of the appointment and to write the letter in advance. One can request the receiver for rescheduling the appointment, or the sender could also propose a different schedule regarding the same. The letter should be short and precise with a polite tone and positive note.

Appointment Cancellation Letter – Sample

The following is the sample letter for Appointment Cancellation Letter.



Red Chillies International,

Carter Road, Road No-529,

Los Vegas.

May 31, 2017.


Charlie Hebrew,


One Way Solution,


Subject: – Cancellation of the scheduled appointment.

Dear Ms. Charlie,

I am really very sorry to cancel our scheduled appointment on coming Friday, June 9, 2017. Though it is very embarrassing to back off from the scheduled appointment due to some problem, I have to call it off.

I do understand that this presentation is very important for the future of both the companies as well as the public, but last night on May 29, 2017, our branch office in Texas was on fire due to short circuit, and all the important documents for the coming meeting is lost. We need to renovate the whole place, and it will take a week to gather the information and make a new presentation for the proposed meeting.

I am sorry for the inconvenience caused but try to understand our situation and problem.

The next date for appointment as proposed by me is July 14, 2017, and the venue will be same as proposed earlier ( Hotel Accord). If you have any problem with this schedule, then please let me know, we will reschedule it as per the convenience of both the parties.

I apologize for the inconvenience caused and hope you will understand our situation.


Christopher Martin,

Vice President,

Red Chillies International,

Los Vegas.

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