- 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],
Please accept my apology for having to cancel our luncheon on Tuesday. My daughter is visiting unexpectedly and is going through a bit of a rough patch. I hope you'll understand that I would not feel right leaving her at this time.
I'd love to ring you after her visit to try to reschedule. Take a look at your calendar and we'll discuss dates then.
I'm looking forward to seeing you again!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Cancel a lunch invite due to unexpected visit sample letter.
Further things to consider when writing cancellation letters to event organizers
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 Event Organizers
Letters to event organizers are letters sent to people who arrange and prepare for events. These could be inquiry letters to inquire after event organizing services or thank-you letters to thank event organizers for amazing events. The letters could also be application letters from candidates applying for event organizing positions. Letters to event organizers, especially those thanking them for their services, can make the recipients feel valued and appreciated in a big way. Remember these are people who work long and spend sleepless nights planning and executing every detail related to an event to make it a success. Therefore, just a simple message to say thank you after an excellent event would mean the world to them.
Letters to event organizers could be formal or informal depending on the purpose. If you are writing to request information or to apply for a job position with the event organizing company, then the letter must be formal. However, if you are writing to say thank you for an excellent event, you can be less formal. Regardless, all letters must be professional and must carry only the intended message. Be clear and concise and maintain a polite tone. End positively.