1. Be brief and polite about cancellation or postponement of an invitation. Too many details are not necessary.
  2. Explain the reason for cancelling or postponing the appointment. Make sure you point to the right appointment.
  3. You could propose a different place and date for the appointment. You could also request the reader to contact you and reschedule the appointment.
  4. End with a positive note.


[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],

This letter will further validate my phone call to your secretary. Due to new tasks related to business, I will have to travel abroad for the next two weeks. Thus, I wish to ask you to delay my tax audit that was scheduled for December 2. After returning, I will be in touch with you office so that we can fix another date for my appointment.

All my documents are complete according to my bookkeeper. I can assure you there will be no more delays. Leave a message for me on my answering machine, if you wish to contact me. I will reply as soon as I can.


[Senders Name]
[Senders Title] -Optional-

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