- Be brief and polite about cancellation or postponement of an invitation. Too many details are not necessary.
- Explain the reason for cancelling or postponing the appointment. Make sure you point to the right appointment.
- You could propose a different place and date for the appointment. You could also request the reader to contact you and reschedule the appointment.
- End with a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Although I am very anxious to learn about your summer intern program, I will be unable to attend our meeting. I missed a final due to death in the family and the only time the professor can let me retest is the same afternoon I had scheduled to meet with you.
I hope you understand I would never cancel unless it were necessary. I'll be in touch to try to work out a new time to meet.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter example to cancel a summer internship discussion.
Further things to consider when writing cancellation letters to human resources
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 Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.