Cancelling plans is sometimes unavoidable due to an unanticipated delay, travel complications, or a timetable mix-up. It might be difficult to break the news to the person you are missing a meeting with, but if you are honest and respectful and let them know as soon as possible, they will most likely be understanding. Reschedule at the same time you cancel, or as soon as possible, and offer to meet someplace closer to where they are to make rescheduling easier for them.
Canceling Your Appointment Politely
1. As quickly as possible, contact the person with whom you have an appointment. The longer you delay to cancel your appointment, the more inconvenient you are to the person with whom you are meeting. Giving enough notice demonstrates that you value them and their time.
2. If you are providing short notice, call to cancel your appointment. If you are canceling an appointment with less than a day’s notice, you should contact the individual directly. When you are inconveniencing someone with a last-minute change, emailing, texting, or having a staff alert them for you might come out as impolite.
3. Make a genuine apology. Even if you’ve given plenty of notice, express your regret for canceling the appointment. They may have cancelled other appointments to meet with you, and you may have inconvenienced them by canceling.
- A quick, basic apology, such as “I’m sorry I can’t make it work this time,” is sufficient.
- Avoid using ambiguous wording or implying that you “could” be unable to attend the appointment. It is preferable to be direct and honest.
4. Explain briefly why you won’t be able to attend. If you have a valid cause, such as travel issues or illness, just explain why you had to cancel. If you have a less acceptable excuse, such as forgetting about the appointment or mistakenly double-booking oneself, provide a generic explanation like “Something came up that I can’t get out of.” Even if you’re being truthful, there’s no need to go into extensive length about why you’re canceling. Excessive elaboration might give the impression that you’re inventing something.
- Never mention, “something more important came up,” or anything along those lines.
- Make no up excuses. You risk the other person discovering you were not truthful, which might aggravate the matter.
5. Let them know you appreciate their time. Make it a point to express how much you appreciate them setting the meeting with you and how much you hate having to cancel. Make it obvious that you understand their time is limited.
This is particularly significant if the other person is a professional in your area with greater expertise who is meeting with you as a favor.
Rescheduling for Another Time
1. When you cancel, offer to reschedule. Not only will this save you the trouble of rescheduling later, but it will also demonstrate that you are still interested in the appointment. When you phone or email to cancel, explain that you’d want to reschedule at the other person’s convenience.
2. List a couple times when you’re available to meet. You should try your best to accommodate the other person’s schedule, but giving them a few alternatives may assist. Determine three or four times when you are available and inquire whether those times are convenient for them.
For example, you may state, “I’m available Friday after 2 p.m., Monday and Tuesday between 1 p.m. and 5 p.m. Do any of those times work for you, or would another time be more convenient?”
3. Offer to meet someplace more convenient for them. To compensate for postponing your original meeting, attempt to make the rescheduled appointment more convenient for them in some way. Offer to meet them at their workplace or a location near to where they will be at the time.
If the person you’re attempting to reschedule with is highly busy or far away, you may alternatively offer meeting over Skype or Google Hangouts.
4. Choose a time when you are certain you will be able to make it. After canceling once, it may be much more aggravating or difficult to cancel again, and you may harm your relationship with the person with whom you have an appointment. Examine your calendar carefully to ensure that the time you commit to will work for you and that nothing unexpected will occur during that period.
If you don’t have anything scheduled in December, but you know your calendar tends to fill up during the holidays, it’s best not to postpone your appointment.
5. Make a note of when you want to meet. Put the time you’ve decided to postpone your appointment in your calendar. To remind yourself, write a tangible note and place it someplace you will see it.
6. When you do meet, thank them for their patience. Begin your appointment by thanking the individual or persons with whom you are meeting for rescheduling. There’s no need to apologize again, but expressing gratitude for working with your schedule will convey that you respect their time.
How do you politely cancel a appointment?
Use statements like “I realize how essential this is…”
“I apologize for the inconvenience, but I need to adjust the timetable…”
“Let’s have this rescheduled as soon as possible…”
“I’m available the next [X DAY] between [X AND X TIME OF DAY]…”
“I’m sorry I won’t be able to attend this meeting, but please keep me updated on any critical developments…”
How do you cancel a meeting appointment by email?
Here are some procedures to canceling a meeting through email:
Create a distinct topic line. …
Make a professional first statement. …
Explain your circumstance briefly. …
Request a rescheduling. …
Express your appreciation. …
Please close the email.
How do you write a cancellation email?
Step-by-step: How to Write a Cancellation Email for an Event
Explain why the event was canceled:
In your email, express your regret for the event’s cancellation.
Include refund terms in your event cancellation message.
Thank you at the end of the letter.
As quickly as possible, send the mail.
What is a good excuse to cancel an appointment?
It depends on the sort of appointment, but some valid reasons may include sickness, an unforeseen incident like your vehicle breaking down, or an urgent clashing event or meeting. However, it is not always necessary to provide a reason for canceling an appointment.
How do I apologize to reschedule an appointment?
I am available on [reschedule request date] as well as [extra reschedule date]. Please let me know when you may be able to meet if these days or times do not work for you. I regret for any trouble this may create, and I hope to see you on another occasion.
Is it canceled or Cancelled?
While both canceled and cancelled are valid for cancel’s past tense, the variant with one L is more prevalent in American English, while the one with two L’s is more popular in British English.