Content of the material
- Keep a Well-Organized Calendar
- 3. Evaluate and reflect
- Reschedule According to Their Calendar
- Step-by-Step: How to write a meeting cancellation email
- 1. Write an email yourself.
- 2. Give advanced notice for canceling your meeting.
- 3. Provide a reasonable explanation about why a meeting has to be postponed.
- 4. Propose a time to reschedule.
- 5. End the letter with appreciation.
- 6. Send your cancellation email as soon as possible.
- 7. Follow up with a personal apology email for canceling a meeting.
- Three good excuses to miss a bachelorette party
- 2. When You Never Should’ve Committed in the First Place (and Don’t Want to Reschedule)
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Keep a Well-Organized Calendar
It’s easy to lose track of time during the busy workday. That is why it is so important to have a well-organized calendar. Online calendars allow you to add reminders weeks in advance, ensuring that you don’t overlook any appointments. You can even add an alert the minute before you are supposed to be shaking someone’s hand at the best coffee shop in town. Be sure to share it with others in your organization. They can also act as an alarm clock, reminding you of you when to leave the office to meet with someone.
3. Evaluate and reflect
Once the dust has settled and everyone is aware of the cancellation, you should reflect on what could be done better next time by asking for feedback. Was your news well received or did you receive criticism? If your event was cancelled due to poor ticket sales or something related to your event lineup, now would be a good time to ask for feedback to assess what would make attendees willing to buy tickets to your future events. These types of insights could prove invaluable when planning your next event.
Reschedule According to Their Calendar
When canceling a meeting, reschedule it according to the other person’s calendar. Again, use a digital calendar to share your availabilities to ensure that you’ll both be able to make the meeting next time. Bear in mind that you may have to adjust your schedule in order to accommodate them. Remember, you canceled on them. They should have priority over setting up the next appointment according to their schedule.
Step-by-Step: How to write a meeting cancellation email
Before you terminate an appointment, put yourself in the other’s shoes. Imagine all the inconvenience this might cause them and try to milden their dissatisfaction through politeness and apology. So, the key rules for crafting a meeting cancellation email template are politeness, timeliness, and reasonableness.
1. Write an email yourself
First of all, do not leave this task to your assistant. It is better to dedicate some time and write it yourself, or at least from your own email address. You can have your assistant remind you to write such an email if you must. If you are new to business emailing, see these basic rules for writing effective emails.
2. Give advanced notice for canceling your meeting
Secondly, when terminating an appointment, you should give notice well in advance. Calling it off half an hour before the scheduled meeting is bad manners at the very least. Make it so that a person has enough time to adjust his or her schedule. If it is a last-minute email, you need to have a very good reason. Use online agenda planners like Google Calendar not to forget anything and stay organized.
3. Provide a reasonable explanation about why a meeting has to be postponed
You need to explain why you cannot attend. Otherwise, a person might think that you are canceling because you just decided so. As a result, they may start to believe that you are not a reliable person. You need not give a very detailed explanation to keep the message brief and to-the-point.
4. Propose a time to reschedule
Suggesting a new time will mean that meeting this person is still important to you. Show that you are interested in the appointment despite the need to terminate it. Propose a few time slots but stay open to counter-proposals.
Give others the possibility to adjust their schedule. Incorporate a CTA button with a link to your calendar to the email signature so your recipient can choose the best time available. Online tools like Newoldstamp can help you incorporate professional clickable signatures into your business correspondence.
Just sign up for a new account, go to Signature Apps, choose Scheduling, select one of the predesigned buttons, and add a link to your scheduling app or calendar.
5. End the letter with appreciation
At the end of your email, you should thank the person for his or her consideration of your situation. Appreciate the fact that they have found the time to read your email and maybe even compromise their plans in your favor. You should understand that it is not that easy to make adjustments in a schedule, especially for business people.
6. Send your cancellation email as soon as possible
Do not linger over your email once you’ve written it. The sooner you click the Send button, the easier it will be for your correspondent to make changes in their schedule, and the more chances they will do so. In absolutely no case should you postpone sending your email for canceling a meeting until the very last minute.
If you are rescheduling a meeting with multiple people, do it well ahead of the appointed time. When you do it in the last minute, bear in mind that it will be overly hard to plan a meeting that all attendees can be present at. It takes a lot of effort to agree upon the time slot that is suitable for everyone. It could help if you either asked each participant to suggest their date and time or propose a few openings yourself. Also, prepare to be flexible: it can happen that all of your suggested time slots will not suit the participants.
To save time emailing each of the meeting participants separately, use the Cc (the recipients can see the email addresses of each other) or Bcc (you keep the recipients private) options in your email client.
7. Follow up with a personal apology email for canceling a meeting
When rescinding an appointment, always make sure that the other party has received your message and taken it into consideration. You can write a meeting cancellation email follow-up later to see whether the person has accepted your suggested time slot and that they do not hold grudges for you terminating a scheduled encounter. In such an email, you need to reiterate your apologies, thank the other person for their understanding, and include a call to action asking them to reply to this email, call you, or RSVP to a created event in the online calendar.
Three good excuses to miss a bachelorette party
Celebrating that your friend is getting married can be a great feeling. A new chapter is about to begin, and you’re glad to be a part of the moment for your friend. However, if you can’t make it or don’t feel up to going, you can try any of these good excuses to miss a party when it’s for a bachelorette party:04Can’t find the keys“I don’t know where on earth I put my house keys. I’ll keep searching, but Frank’s out of town. It means that I’d hate to lock myself in if I can’t find them.” Losing house keys is a pretty common problem, and locksmiths will tell you about how many calls that they have to answer daily because of it. They save people who lock their keys in their houses or cars. They even intervene when others have simply misplaced their keys. This is a good excuse to use when it’s pretty late in the night, and it’s too late to call someone or get a replacement. This excuse makes sense because your friend wouldn’t want someone to leave his/her house open while partying the night away. Coming home feeling tipsy after a wild night out with the girls and stumbling in the darkness trying to figure out how to get inside the house would make for a miserable situation.
2. When You Never Should’ve Committed in the First Place (and Don’t Want to Reschedule)
This, too, happens to the most well intentioned among us. You say yes to a networking contact or a friend of a friend who wants to pick your brain about your job and industry. You attempted to carry on a conversation via email, but the person persisted and now you have an 8:30 AM coffee date lined up during one of the busiest months you’ve had in a long time. You’re honestly happy to answer his questions and chat frankly with him about the changing landscape of the marketing industry, but you are so over-extended that even squeezing in an early-morning coffee feels like it’ll put you over the edge.
You’ve got to be up front and direct. Apologize for breaking plans, but be adamant about continuing the conversation online. Here’s what to say:
I was just looking over my calendar, and I’m stretched way too thin this month; in fact, I don’t think next month is going to be much better. At this point, it’s just not feasible to reschedule our coffee meeting. I’m sorry I won’t be able to make it on Friday, but I’d be more than happy to answer any questions you have about marketing in general or even about what my day-to-day involves. As someone who made the career transition not too long ago, I know you must have a lot to ask about, so really, feel free to shoot me an email.
Again, my apologies for canceling on you. I’m getting better at not overcommitting myself, but clearly I’ve still got work to do!
Best, [Your name]
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Now, you can’t say that you can’t back out of any plans ever again. We’ve given you 15 good excuses to miss a party that you can use without consequence. Now, you can kick back, relax, and enjoy your time doing what you’d much rather do, which is likely spending some quality time alone!