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],

I hate to put a bump in your busy schedule, but the Lexington Addition Homeowners Association will not need you to send a representative to talk with us Monday night. Both our President and Treasurer are down with the flu, and it looks as though our Vice President may be catching it as well.

We would like to reschedule at some point if you would be agreeable to that. Safety in our neighborhood is of the utmost concern. Still, health plays a close second, and we don't want to be responsible for causing a Lexington Addition Epidemic!

Thanks for understanding. We look forward to your presentation at a later date.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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