GUIDELINES

  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.

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],

Words cannot express my disappointment at having to cancel my appointment with your art gallery. I have waited many years to find a beautiful piece of art to hang in my home.

I've been told your gallery is the best in finding the perfect piece. With this in mind, I'd like to schedule a future appointment right away. I understand the waiting list is long, but I am willing to be patient.

It is unfortunate I must cancel, but circumstances were unavoidable. Please call me with a new appointment time. I look forward to hearing from you.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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