An appointment cancellation letter is a formal letter that is necessary for cancelling important job related appointments you can’t make it to. Writing a formal letter is the most professional way to cancel your appointment as it provides a written notice for reference and it lets them know that you care. It also helps to send one so the person you are sending it to can send an acknowledgement of the cancellation letter so that you can discuss scheduling a new appointment.
When Should You Write an Appointment Cancellation Letter?
There are many situations where this letter would be required. If there is a crucial company meeting coming up but something else has come up, like your child is sick for example, and you know you can’t attend; cancellation letter is necessary. This is also when you would get acknowledgement and be able to reschedule for another date. If you are a manager who has previously interviewed a potential employee for a certain position and have decided to cancel an appointment for further interviewing the employee then you use a cancellation letter. A situation that can also come up is if you are the employee that had their first interview with the company and have decided to not move on any further, you would send a cancellation letter for your next meeting with the company.
How Do You Politely Cancel an Appointment?
It is wise to contact the person you had set the appointment with as soon as you realize you are unable to make it. The sooner you contact the person, the better as it will minimize further inconveniences. Make sure you explain your reason for the cancel in detail. This will illustrate that you respect the person and value their time.
Suggest a time and date when the appointment can be rescheduled to demonstrate that you are interested in the appointment. Briefly apologize for the inconveniences caused and thank the person for their time. Avoid vague language, be straightforward and honest.
Sample Appointment Cancellation Letter
26th October 20xx
DR MARK PETER LAVINGTON
P.O BOX 942873 SACRAMENTO, CA
ST JOHNS HOSPITAL
Dear Dr. Lavington,
I am Lucy Marylyn, a frequent client, writing with deep regrets requesting to cancel on my annual gynecological examination appointment. This appointment was programmed for the 31st of this month at 3 p.m. I was involved in a road accident two days ago at around midnight and I am currently admitted at the Mary mother hospital with a dislocation of the knee and a fracture of the tibia and fibula. I would kindly like to reschedule the appointment to 30th of next month at 3 p.m., and I will keep in touch with you to inform you on any upcoming changes for I don’t know how long I am going to be admitted.
Thank you for your attention to this matter, my heartfelt apology for the cancellation of the appointment. My apologies also on any inconveniences caused by this cancellation.
Sincerely,
Lucy Marylyn.
Appointment Cancellation Letter Templates
Appointment cancellation letter templates created by professionals are highly recommended and guarantee that your cancellation letter is formatted properly. If you send out a sloppy cancellation letter, especially when you’re not sure how to format it exactly as it should be, these templates will help you make your appointment cancellation letter the most professional and clean looking it can possibly be. A good cancellation letter can help to build your reputation as a caring employee or employer.
Template
(Date/month/year)
(Name of recipient)
(street address)
(name of the hospital/clinic)
Dear (recipients name),
I am writing to kindly cancel on the dental check-up appointment set for (date/month/year/time). I am (name of the sender), unfortunately, due to an urgent family matter I have to fly out of the country and I will not be able to make back by the current appointment date. I am meekly requesting a reschedule on the appointment to (the date and time sender is comfortable with). Please accept my genuine apology for the cancellation on the appointment.
I express apologies once again for this sudden cancellation and for any inconveniences.
Sincerely,
(Senders first and last name)
How to Write an Appointment Cancellation Letter?
There are certain things you should do and certain things you shouldn’t do when writing an appointment cancellation letter. The first rule is to be as polite and formal as possible. Do not sound informal or rude in your letter. There may be instances where a first interview did not go well for a position or company and you are cancelling you’re next meeting with the employer, for example, but that doesn’t give you a very good reputation as an employee if you are deliberately rude or speaking informally; always sound professional to show your good work ethic.
In the beginning of your letter, write a formal apology for cancelling the appointment. This shows that you as a professional know how important the meeting is.
Rule number two is to format your letter properly. You don’t want a manager, employer or employee seeing your letter isn’t formatted in the correct way a cancellation letter should be formatted. You might think formatting doesn’t matter, but managers and employers especially will be looking closely at the details of your letter; if they see how much effort you put into the letter, you will be seen as a better employee.
If you are dealing with cancelling a meeting in a company you are not planning on leaving, make it clear that you wish to have acknowledgement of your cancellation and reaffirm you will attend future meetings and explain your reasoning. You don’t have to give extensive details on the reasons you can’t attend unless specifically asked, but do assure that you are cancelling for something of the utmost importance that can’t be postponed or put off.
