- Mention that the event shall be cancelled. Offer a brief explanation.
- Perhaps suggest another schedule for the event to go underway if applicable.
- End with a respectful tone.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to confirm that I will be canceling the monthly brunch which will supposedly be held at my home on Saturday, March 4, 2009.
I have been called upon to go to some of my relatives regarding a critical manner on that week, so I might not be present then.
Perhaps the brunch can be kindly hosted by another member of our group? Or perhaps you may prefer it more if we rescheduled? Please let me know what you think about this.
I am very sorry for the sudden notice, and I hope for your positive response.
Thank you for your understanding.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of cancellation of an event. Sample letter.
Further things to consider when writing cancellation letters to guests
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 Guests
Letters to guests are letters written to people who have been invited to visit somewhere or take part in a function. There are numerous instances when people write letters to their guests. For instance, a hotel manager may write an apology letter to a guest to apologize for a booking error or an appreciation letter to show gratitude to the guest for making reservations with the hotel. In other instances, event organizers may send invitation letters to guest speakers to formally invite them to an event and thank-you letters to all guests after attending the event. In all situations, these letters must be addressed properly and sent promptly.
Letters to guests can be formal or informal based on the situation. For appreciation and thank-you letters, the layout can be less formal and casual. However, if you are writing to invite a guest speaker to a function, then the letter must follow the formal letter rules. It must also contain all the information the guest needs to make a decision on whether to accept the invitation or not. Make the letter easy to read, clear, and respectful. Provide your contact details where appropriate. Close with the appropriate call to action.