Meeting Cancellation Letter

Introduction

A meeting cancellation letter is written by the meeting head to his employees to inform the cancellation of the planned meeting. Planning for any meeting is done well in advance as it requires everyone to be present on that day. However, sometimes, due to some unforeseen circumstances, one might need to cancel the meeting. It might be due to the delay of some reports, or late arrival of the chairperson of meeting or any other reason by the management. It is important to inform all the participants of meeting to inform regarding the same.

A meeting cancellation letter is a formal letter and has to be written professionally. It is addressed to those employees who were supposed to be part of the meeting that you are cancelling. Mention a genuine reason behind the cancellation as preparing for a meeting takes a lot of hard work. Also, mention the postponed date of the meeting, if already decided.

Sample Letter

The following is the sample of Meeting Cancellation Letter.

From

Udiskha Choudhary,

HR Executive,

UTP Pvt. Ltd.

4 January 2017

To:

Jyoti Thapa,

Assistant Manager,

UTP Pvt. Ltd.

Dear Jyoti,

Subject: Cancellation of Meeting.

Greetings to you. I am writing you this letter to regretfully inform you about the cancellation of the meeting that was supposed to be held today in the evening. The reason for the same is so that cannot be ignored, hence the team of HR decided to cancel the meeting for the time being.

The person who was to chair this meeting has met with an accident. Without him, this meeting cannot be held as it was because of him that it was scheduled now, in the first place. Though he didn’t suffer any severe injuries, he still won’t be able to come for next few days of time.

I know and understand you have worked very hard to prepare the presentation for this meeting. We had this meeting planned since last 1 month of time and everyone from the office has worked hard to make it a success. I am myself sad for cancelling the meeting but it can’t be helped. However, be prepared with your stuff as the meeting shall be held as and when the chairperson deems it fit to be held. Also, there has been suggestions for some improvement. The HR team reviewed your presentation and have added our criticism for the same. Do take the points into consideration and edit it before the meeting finally happens.

Sorry for the inconvenience.

Thanking You

Yours Sincerely,

Udiksha Choudhary,

HR Executive,

UTP Limited.

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