When the unforeseen happens, email the third party and politely apologize that you will not be able to honor a meeting. It’ll be disrespectful if you don’t do that. So to help you, here are samples you can copy, edit, and send for different situations.
Sample 1: Email to Cancel a Meeting Due to Illness
Sickness can strike even when we least expect it. And if it occurs when you have a meeting to attend, kindly send an email calling off the meeting to avoid appearing shaky.
Suggested Subject: Cancelation of tomorrow’s meeting
Hello Jane,
This email is to inform you that the meeting scheduled to hold tomorrow at noon has been canceled.
I’ve come down with a cold and have been instructed to be on bed rest till I feel better.
Please inform the rest of the team that the meeting is rescheduled till further notice.
Warm regards,
Lois Kent, CEO
Sample 2: Email to Cancel a Meeting Due to Illness
Keeping mute when you’re supposed to send an email to inform the next person of your health condition is disrespectful. That you’re sick may not be your fault.
Suggested Subject: Absence at tomorrow’s strategy meeting
Dear Team,
I hope this email meets you well.
I’m sending this email to inform everyone that I won’t be attending the meeting tomorrow as I have fallen ill and will be at the doctor’s tomorrow.
I’m sorry for any inconvenience that may be caused due to my absence.
Regards,
Clark Allen
Sample 3: Email to Cancel a Meeting Due to Unavailability
It’s better to let the team be aware that the meeting will not hold than to keep mute.
Suggested Subject: Cancelation of Tomorrow’s Meeting
Dear Team,
This email is to inform everyone of the cancelation of tomorrow’s meeting due to some unforeseen events that have led to my unavailability.
I apologize for any inconvenience caused. We’ll reschedule sometime soon.
Thank you for your time.
With Regards,
Peter Rogers.
Sample 4: Email to Change the Time of a Meeting
Maybe there’s a change in the time for a meeting, the best thing to do is to notify the other party about it. This email sample might just be the best option for you.
Suggested Subject: Change of Time for Tomorrow’s Meeting
Dear Jane,
I hope this email meets you well.
This email is to notify you that the meeting scheduled for noon tomorrow has been scheduled for 3 PM tomorrow.
Please inform the rest of the team of this recent development.
Thank you for your time.
Regards,
Barry West, CTO
Sample 5: Email to Change the Time of a Meeting
The meeting cancellation email informs the attendees that the meeting scheduled for a specific date and time has been canceled due to unforeseen circumstances. The email apologizes for any inconvenience caused and assures the attendees that the meeting will be rescheduled as soon as possible. The email also provides contact information in case attendees have questions or concerns.
Suggested Subject: Meeting Cancellation: [Meeting Title] on [Date]
Dear [Attendees],
I regret to inform you that we have to cancel the [Meeting Title] that was scheduled for [Date] at [Time]. Unfortunately, due to unforeseen circumstances, we are unable to hold the meeting as planned.
I apologize for any inconvenience this may cause, especially for those of you who have already arranged to attend. I understand that this news may be disappointing, but we will reschedule the meeting as soon as possible and inform you accordingly.
In the meantime, if you have any questions or concerns, please do not hesitate to contact me. Again, I apologize for the inconvenience, and I look forward to seeing you at the rescheduled meeting.
Best regards,
[Your Name]