An appointment is any time slot on a particular date that is reserved by a customer with a service provider to make sure full attention is provided to them, and they have ample time to benefit from the service being provided. In cases when a customer is not able to make up to the appointment due to any reason, an advance notification must be provided to the company to cancel or reschedule the appointment depending on the customer’s requirements.
An Appointment Cancellation Letter can be used in such cases when the customer wishes to notify the organization about their change in plan or requirements. The letter must be brief and formal and should have an apologetic tone. A valid reason for the cancellation of the appointment must be provided by the sender to the company and provide any important details that might be required by the company to track down the appointment that was made. In the case of any cancellation charges, the sender must provide the company with any essential details that might be required. Below mentioned are the sample, email format & template to help you write the letter.
Table of Contents
Tips to write an Appointment Cancellation Letter
- The letter must be formal and brief.
- The tone of the letter must be apologetic.
- The sender must provide a valid reason for the cancellation of the appointment.
- Essential details about the appointment must be made so it is easy for the company to track the appointment.
- Provide your contact details in case of any queries.
Template
Use our free Appointment Cancellation Letter to help you get started.
From,
___________ (name of the sender)
___________ (address of the sender)
___________
Date: _________ (date of the issue of letter)
To,
___________ (name of the receiver)
___________ (name of the receiver’s company)
___________ (address of the receiver)
Subject: Cancellation of appointment dated ________ (the date for which the appointment was made)
Dear ______ (name of the receiver),
Please accept my sincerest apologies as I would not be able to make it to my appointment for ______________ (the service for which you had booked an appointment), dated _________ (the date for which the appointment was set), with your company as ______________ (provide a valid reason for the cancellation of the appointment).
I kindly request you to cancel my appointment and let me know if there is any cancellation fee that I am supposed to pay. You can contact me on _____________ (provide your contact details) in case of any queries.
I sincerely apologize for any inconvenience that I may have caused.
With Regards,
__________ (name of the sender)
Sample Letter
From,
Joanna Roberts
67, Jules Street
Montana
Date: February 10th, 2014
To,
Dr Annette George
HeartCare Medical Institute
Montana
Subject: Cancellation of appointment dated February 20th, 2014
Dear Dr George,
Please accept my sincerest apologies as I would not be able to make it to my appointment for my monthly heart and health check-up, dated February 20th, 2014, with your Medical Institute as I have to fly out of the country urgently due to some personal reasons and would not be back before March 15, 2014.
I kindly request you to cancel my appointment and let me know if there is any cancellation fee that I am supposed to pay. You can contact me on 888-372994 in case of any queries.
I sincerely apologize for any inconvenience that I may have caused.
With Regards,
Joanna Roberts
Email Format
The following is the Email format that should be followed while writing an Appointment Cancellation Letter.
To: name@email.com
From: name@email.com
Subject: Cancellation of appointment dated ________ (the date for which the appointment was made)
Dear ______ (name of the receiver),
Please accept my sincerest apologies as I would not be able to make it to my appointment for my monthly heart and health check-up, dated February 20th, 2014, with your Medical Institute as I have to fly out of the country urgently due to some personal reasons and would not be back before March 15, 2014.
I kindly request you to cancel my appointment and let me know if there is any cancellation fee that I am supposed to pay. You can contact me on _____________ (provide your contact details) in case of any queries.
I sincerely apologize for any inconvenience that I may have caused.
With Regards,
__________ (name of the sender)