GUIDELINES

  1. This letter is a request to decline a meeting scheduled for an unavoidable reason. Briefly explain the reason. Suggest an alternative plan without any negative comments.
  2. Mention the reason for cancelling the appointment.
  3. Point out the exact appointment if already one of them is conducted.
  4. Suggest an alternate course of action.
  5. End with a positive note.

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 our meeting regarding your sports clothing line has been canceled. I have accepted another company's offer to an exclusive distributorship. This agreement is only for up to two seasons. If you are interested to see me before that, then please call nest March and schedule another meeting. I wish you a bright future.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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