EmailBefore you send
- Replace every bracketed field and check all facts before sending.
- Use only the version that matches your situation; confirm attachments, dates and permissions.
Three ways to say it
01
Cancellation: [Topic] on [Date]
Subject
Cancellation: [Topic] on [Date]
Message
Hi [Name], I need to cancel our meeting on [Date] because [Reason]. No replacement meeting is needed at this stage. Thank you for setting aside the time, and I apologize for any inconvenience. Kind regards, [YourName]
02
Meeting cancelled; update by email
Subject
Meeting cancelled; update by email
Message
Hi [Name], Our meeting about [Topic] on [Date] is cancelled. Instead, please review [Document] and send any questions by [Deadline]. I will collect the responses and share the next steps with everyone. Kind regards, [YourName]
03
Cancellation and future arrangements
Subject
Cancellation and future arrangements
Message
Hi [Name], Unfortunately, we need to cancel the meeting on [Date] due to [Reason]. I will contact you by [Deadline] with proposed alternatives. Please remove the current appointment from your calendar for now. Kind regards, [YourName]
Make it yours
[Date]- Relevant calendar date
[Deadline]- Response or completion deadline
[Document]- Document name and accessible location
[Name]- Recipient name
[Reason]- Brief truthful reason
[Topic]- Discussion topic
[YourName]- Your name