If you think you may be unavailable for a scheduled appointment, the best thing to do is inform the other party. Among the many ways this can be achieved, most people prefer email. It allows you to clearly state why you may not be available, and here are samples.
Sample 1: Cancel an Appointment Via Email
In this type of email, you don’t need to be a wordsmith to express yourself. A few lines of words can conveniently convey your message.
Suggested Subject: Unavailable for the Scheduled Meeting
Dear Abel,
I’m sending this email regarding our appointment scheduled for the 25th of August at 10 a.m.
Regrettably, I will not be able to make it to the meeting due to a family emergency. I sincerely apologize for any inconvenience this may cause.
I would like to call to schedule this appointment.
Looking forward to your response.
Best Regards,
Steven Rogers
Sample 2: Cancel an Appointment Via Email
An appointment can be canceled due to unforeseen events. This is understandable as nobody has absolute control of happenings on earth. Here’s a concise way of expressing your unavailability for the appointment.
Suggested Subject: Change of Plan
Dear Dr. Jones,
I’m writing this email with regard to my dental appointment which is scheduled for Saturday, June 28th at 2 PM.
I’d like to cancel this appointment because of a family emergency. I’d like to reschedule sometime in the future, I will call to set a new date.
I apologize for any inconvenience this may cause.
Sincerely,
Natasha Rogers
Sample 3: Cancel an Appointment Via Email
This email is a polite and straightforward way of canceling an appointment due to unforeseen circumstances. The email acknowledges that the recipient’s time is valuable and that rescheduling the meeting is the best course of action
Suggested Subject: Canceling Appointment—[Your Name]
Dear [Recipient Name],
I hope this email finds you well. Unfortunately, I need to cancel our appointment scheduled for [Date and Time]. I apologize for any inconvenience this may have caused. I will reach out to you shortly to reschedule our meeting at a more convenient time.
Thank you for your understanding.
Best regards,
[Your Name]
Sample 4: Cancel an Appointment Via Email
This email is suitable for canceling an appointment that cannot be attended due to an emergency. The email is concise and to the point, and it clearly states the reason for the cancellation. The email also offers to reschedule the meeting as soon as possible.
Suggested Subject: Urgent Appointment Cancellation – [Your Name]
Dear [Recipient Name],
I regret to inform you that I am unable to attend our scheduled appointment on [Date and Time]. Unfortunately, I have encountered an unexpected emergency that requires my immediate attention. I apologize for the inconvenience and would like to reschedule our meeting as soon as possible.
Please let me know if you have any concerns or questions.
Sincerely,
[Your Name]
Sample 5: Cancel an Appointment Via Email
This email is a formal way of canceling an appointment without giving specific reasons. It is suitable for situations where the meeting is not crucial or necessary, and the sender wishes to cancel it politely. The email acknowledges the recipient’s time and effort and apologizes for any inconvenience caused.
Suggested Subject: Appointment Cancellation – [Your Name]
Dear [Recipient Name],
I am writing to inform you that I need to cancel our scheduled appointment on [Date and Time]. After careful consideration, I have decided that it is not in my best interest to pursue this meeting at this time. I appreciate the opportunity and apologize for any inconvenience this may have caused.
Thank you for understanding.
Best regards,
[Your Name]