Example Letter #1
I am so sorry to have to withdraw our dinner invitation for next Friday. John became very ill yesterday and is in the hospital. He appears to have suffered a mild stroke, but we won't know more until his test results come back. We were both looking forward to seeing you, but are sure you will understand the situation.
I look forward to inviting you again when things have settled down a little.
Example Letter #2
We were pleased when you accepted our invitation to our July 10 dinner party, so we hope you can understand how disappointed we are to cancel it. Few things would cause us to cancel a party, but our son has just announced his engagement, and the happy couple has decided to get married on that weekend.
We plan to have another dinner party sometime after all the wedding. Until then, we apologize for any inconvenience and look forward to seeing you again.
Example Letter #3
Due to a conflict with a family commitment that night, I regret that I will be unable to attend the Doe Corporation's annual Christmas party. I didn't realize when I accepted the invitation that Johnny's school play was the same night, and we would both be very disappointed if I didn't attend. He has been practicing his part for weeks.
I am truly sorry to have to miss the party because it is one of the highlights of the holiday season. I hope I will have another chance to attend next year. Thank you so much for your kind invitation, and please accept my sincere apology for being unable to attend.
Example Letter #4
I'm sorry but I won't be able meet you for lunch Friday. I must complete a project by Friday afternoon, and I can't guarantee that I'll be done by lunch. Could we reschedule for Monday or Tuesday? Please give me a call. Thanks for thinking of me. I look forward to hearing from you.
Example Letter #5
I was looking forward to your group's coming to tour the plant next Tuesday, but am afraid we will have to postpone the arrangement. We have received some rush orders which involve the use of hazardous chemicals, and have been forced to cancel all tours for the next two weeks.
I apologize for the inconvenience this causes you, but am confident that you will understand that the safety of our workers and guests is of paramount importance. If you would still like to tour the plant at a later date, I will be happy to schedule another time and date.
Example Letter #6
I deeply regret having to withdraw my invitation to you to speak to the student body of Springfield Middle School. I am afraid that the recent newspaper publicity has led to a flood of calls from parents who are concerned about their children being exposed to anything controversial, and we have been obliged to cancel the assembly.
I thank you for your willingness to donate your time, and apologize for any inconvenience or embarrassment this cancellation may cause you.
Write Your Letter Step-by-Step
Tell the reader why you need to cancel or postpone the invitation.
Either suggest other arrangements or tell what other arrangements you are making.
Close with an expression of gratitude or anticipation for a future meeting.