GUIDELINES

  1. Write a brief letter about cancelling or postponing the invitation. Make sure you apologize to the reader for doing so.
  2. Explain the reason for cancelling or postponing the invite.
  3. Mention about an alternate arrangement that you are trying to make. You could also suggest the reader to make an alternate arrangement.
  4. End the letter expressing your gratitude for cancellation. You may include a note about awaiting a postponement.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I regret to inform you that I will not be able to attend the annual Matt Corporation's Christmas dinner. While accepting the invitation, I failed to realize that John's play is also scheduled on the same night. My presence is required at his play.

I deeply regret not attending the party as it is always a pleasure to be there. I hope I can visit it next year. I highly appreciate your invitation and hope that you will accept my apology.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -