- Write a brief letter about cancelling or postponing the invitation. Make sure you apologize to the reader for doing so.
- Explain the reason for cancelling or postponing the invite.
- Mention about an alternate arrangement that you are trying to make. You could also suggest the reader to make an alternate arrangement.
- End the letter expressing your gratitude for cancellation. You may include a note about awaiting a postponement.
[State, ZIP Code]
[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.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to cancel an invitation for Christmas dinner.
Further things to consider when writing cancellation letters to acquaintances
Cancellation letters are letters you write to a service provider, company or institution, informing them that you are dissatisfied with their product, service, or membership and that you wish to discontinue it. Cancellation letters can be written for several things such as canceling an insurance policy, a cable service, rental agreement, a magazine subscription, a bank account, order, credit, etc. The reason why people issue cancellation letters is mainly due to unsatisfactory or poor performance, not meeting the expectations, and at times unavailability of funds.
Cancellation letters are written in a clear and a concise manner. Go straight to the point and suggest actions you expect to be taken. Clearly state what you are canceling and explain you reason for it. Where necessary, include the details of what you are canceling, for example, account details. Mention that you wish to receive confirmation that the cancellation was effected. State clear steps that you would take if cancellation is not put into effect within the specified notice period. End the letter on a positive tone and request the reader to acknowledge receipt. Send the letter well in advance to give enough notice to the reader.
Letters to Acquaintances
Letters to acquaintances are letters you write to people that you know slightly, but who are not close friends. An acquaintance could be a colleague at work but whom you do not interact with on a regular basis, a person you went to school with but know little about him/her, or your Facebook contacts whom you interact with on a minor level. You could write a letter to this person to ask for a favor, invite him/her to a social event, or just pass some information. Although most people would opt for a social media message or text, a well-drafted letter will make the recipient see the seriousness of the matter and feel obliged to return the favor.
The best letters to acquaintances are warm, sweet, and friendly. Begin the letter with a proper salutation, based on your relationship with the recipient. State the purpose of the letter and be clear about what you want from the recipient. If you are asking him/her to do something for you, for instance, mention why you think he/she is the best person to get it done. Make the letter short and only provide the necessary details. Conclude on a positive note.