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Cancel appointment: How to do it politely and professionally incl. templates

Richard Gödel
CTO @ meetergo
2 minutes reading time
Table of contents
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Why is a polite appointment cancellation important?

A cancellation of an appointment may be necessary for various reasons. Perhaps you fell ill at short notice, made a double booking, or something unforeseen came up. Regardless of the reason, it is important to politely cancel the appointment. This shows respect for the other person's time and plans and helps preserve your business or personal relationships.

How to formulate an appointment cancellation?

Formulating a cancellation of an appointment can be difficult, especially if you need to cancel the appointment on short notice. Here are some tips on how to formulate a cancellation of an appointment:

  • Be honest, but do not give too many details. Suffice it to say that you have to cancel the appointment for personal reasons or due to unforeseen circumstances.
  • Offer a new appointment. This shows that you are still interested in the meeting or event.
  • Thank the other person for understanding and apologize for any inconvenience.

Appointment Cancellation Templates

It can be helpful to have appointment cancellation templates that you can customize to meet your specific needs. Here are some examples:

  • "Unfortunately, I have to cancel our appointment for [date and time]. I apologize for any inconvenience and would be happy to suggest a new date."
  • "Due to unforeseen circumstances, I am unable to keep our appointment on [date]. Could we make an alternative appointment?"

Appointment cancellations in business

In business, it is especially important to formulate and cancel appointments with care. Canceling an appointment in an unprofessional or rude manner can damage your business relationships and leave a bad impression. Here are some tips on how to cancel a business appointment:

  • Be as early as possible. As soon as you know that you will not be able to keep the appointment, you should inform the other party.
  • Use formal language and a professional tone.
  • Offer an alternative appointment and show your willingness to make up the appointment.

Formulation: Cancel business appointment

Subject: Cancellation of business appointment on [date].

Dear [name of recipient],

I hope this message reaches you in the best of health and spirits. I am writing to you regarding our scheduled appointment on [date] at [time].

I regret to inform you that due to unforeseen circumstances, I am forced to cancel our appointment. I understand the importance of this meeting and deeply regret that I will not be able to attend it as planned.

However, I would like to propose a new date. Could we reschedule our meeting for [new date and time]? Please let me know if this date is suitable for you.

I apologize for any inconvenience this change may cause and thank you for your understanding and flexibility.

I look forward to your feedback and to rescheduling our meeting.

Sincerely yours,

[Your Name]

Appointment cancellations by e-mail

An email is a common way to cancel an appointment. Here are some tips on how to formulate an appointment cancellation email:

  • Use a clear and concise subject line, e.g. "Cancellation of appointment on [date]".
  • Start the email with a polite salutation.
  • Briefly explain why you need to cancel the appointment.
  • Offer a new appointment or ask about the other person's availability.
  • Close the email with a polite goodbye and your name.


The importance of communication when canceling an appointment

An important but often overlooked component of canceling an appointment is how the cancellation is communicated. It's not just about being polite, but also about sending clear signals to the other person and showing respect.

When canceling an appointment, especially a business appointment, it is important that your counterpart perceives and understands the cancellation appropriately. It is potentially disappointing news for the other person, especially if it is an important appointment.

When formulating the rejection letter, it is important to strike the right tone. Avoid empty phrases and use clear and direct language. Expressions such as "Unfortunately, I have to cancel the appointment" or "I regret to inform you" signal that you understand the importance of the appointment and that the cancellation was not an easy decision.

You should also apologize to your business partner or the person in question for any inconvenience. Show understanding for the possible impact of the cancellation and be open to the possibility of rescheduling.

The choice of communication medium is also important. In some cases, it may be appropriate to send a rejection letter via email, while in others, a face-to-face meeting may be necessary. Make sure you use the medium that is appropriate for the situation and the relationship with your business partner.

Appointment cancellations and courtesy

Courtesy is key when you cancel an appointment. It shows respect for the other person and their time. Here are some tips on how to politely cancel an appointment:

  • Use polite language and expressions.
  • Sorry for the inconvenience.
  • Show understanding of potential impact of appointment cancellation.
  • Offer to make up the appointment or reschedule.

Appointment cancellations and phrases

Phrases can be helpful in a cancellation of an appointment to soften the message. However, you should avoid phrases that sound insincere or not sincere. Instead, use clear and direct language to communicate your cancellation.

Appointment cancellations: Important tips

Here are some important tips to keep in mind when canceling an appointment:

  • Be as early as possible. The sooner you communicate the cancellation, the better.
  • Be honest, but discreet. You do not have to reveal all the details of why you are canceling the appointment.
  • Offer an alternate date. This shows that you are still interested in the meeting or event.
  • Use polite and respectful language.

meetergo: Automation of appointment cancellations and postponements

In today's fast-paced world, coordinating and managing appointments can be a challenge. That's where meetergo comes in, an innovative tool that automates and simplifies the process of canceling and rescheduling appointments.

meetergo is a platform that allows users to manage their appointments efficiently. With just a few clicks, users can cancel or reschedule an appointment without having to worry about formulating an email or coordinating a new appointment.

When a user needs to cancel or reschedule an appointment, meetergo automatically sends a polite and professionally worded message to the other party. The platform also offers the option to suggest a new appointment, eliminating the need to communicate back and forth to find a suitable date.

In addition, meetergo offers appointment tracking and reminder features to ensure that no important appointments are forgotten. Users can also update and share their availability to avoid double bookings.

Meetergo makes the process of canceling and rescheduling appointments a seamless and stress-free experience. It allows users to focus their time and energy on more important tasks, rather than on coordinating appointments.


How to postpone an appointment

Schedule changes are sometimes unavoidable, whether due to unforeseen circumstances, conflicts with other commitments, or changes in availability. It is important to handle these situations with professionalism and courtesy to avoid misunderstandings and maintain good relations.

If you have to postpone an appointment, you should communicate this as early as possible. This gives the other party enough time to adjust their plans accordingly. It is also important to explain the reason for the postponement without revealing too many personal details. A simple explanation that something unforeseen has occurred or that you have a conflict with another commitment should suffice.

Always offer an alternative date if you postpone an appointment. This shows that you are still interested in the meeting or event and are willing to make it up at another time. If you suggest a new date, make sure it is convenient for the other party.

Finally, apologize for any inconvenience caused by the rescheduled appointment. This shows respect and understanding for the other person's time and plans.

For more templates and samples, see our article on deadline postponements.


Canceling an appointment may be necessary for a variety of reasons, but it's important to do so in a polite and professional manner. With the right wording, templates and tips, you can ensure that your appointment cancellation is well received and does not damage your relationships.


How do I politely cancel an appointment?

Be honest but discreet about the reason for your cancellation. Offer an alternative date and apologize for any inconvenience.

How do I formulate a cancellation of an appointment by e-mail?

Use a clear subject line, a polite salutation, and clear and direct language in your email. Offer an alternative date and conclude with a polite farewell and your name.

What should I avoid when canceling an appointment?

Avoid giving too many details about the reason for your rejection or being rude or unprofessional. It is also important to communicate the cancellation as early as possible.

Imagine Calendly + Typeform had a Baby
Your New Secret Weapon is Here!

See the Magic ✨

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