Appointments are essential for scheduling certain transactions appropriately and while some appointments can be scheduled in writing many are often in a verbal format. Various types of appointments can be scheduled for personal and professional reasons. However, on many occasions, there may be a need to send out a cancellation notice for the appointment because of various reasons.
It is common for many people to overlook the need for sending out a cancellation notice with the belief that they are under no obligations to do so. Unfortunately, people fail to realize that the time given to them for an appointment is valuable even to the other party and therefore it is not just an obligation but a requirement for them to dispatch a cancellation notice.
The letter which may be sent will not only enhance the impression of the sender but will also make it easier for them to schedule another appointment which is convenient for them.
In order to send out an effective cancellation notice, the sender must ensure the letter contains all the information which is needed to be known by both parties. Including the following information will prove helpful while also providing clear information on the reason why the cancellation is being requested.
Table of Contents
Features of A Cancellation Notice
A cancellation notice should contain the following information:
- The date of the cancellation letter.
- The name and information of the individual requesting the cancellation.
- The date of the scheduled appointment which needs to be canceled.
- The reason for canceling the appointment.
- A date for rescheduling the appointment if necessary.
There can be a difference between a cancellation notice related to personal issues and for professional reasons. However, in either of these cases, there is always a requirement for the sender to use a formal language and make the recipient understand the needs for the cancellation.
Using a formal language will make it easier for the sender to request for another appointment from the recipient on a date convenient to both parties. This is true even in matters where a cancellation notice of appointment is sent by an employer to a prospective employee. The objective of the letter is not just to cancel the appointment but also to maintain appropriate relations with the recipient regardless of the reasons why the notice was sent.
General Appointment Cancellation
[From the name of the sender, address, and the reason for appointment],
[subject: cancellation of the appointment].
[To The name of the recipient, address, and designation of the recipient]
Due to unforeseen circumstances, I am compelled to cancel my appointment with you which was scheduled on [date and time]. I apologize for requesting a cancellation at this late hour and for any inconvenience I may be causing you. I will be more than happy to schedule another appointment on a date and time mutually convenient to both of us.
[signature of the sender],
[name of the sender].
Appointment Cancellation For An Interview
[Name of the Sender:]
[Address of the Sender:]
[Telephone Numbers Of the Sender.]
[Name of the Recipient:]
[Address of the Recipient:]
This letter is to intimate you that your appointment for an interview which was scheduled with [name] on [date] at [__] has been cancelled as the interviewer is unavailable at the scheduled time.
In order to schedule a fresh appointment, you can kindly contact me at the phone number mentioned above at the earliest.
The inconvenience caused to you is highly regretted.
[name and designation of the sender]
Example of Job Appointment Cancellation Notice
[From Name of Organization, address, and the name of the sender]
[To Name of the Recipient]
[Subject: Cancellation of appointment letter issued to you for the position of administration manager.]
This letter is being sent to you with an intimation that the appointment letter provided to on [date] and letter number 12345 stands cancelled. Your appointment for the position of administration manager with our company is cancelled with immediate effect. Our offer letter clearly stated that you should disclose all information truthfully and to the best of your knowledge. The appointment letter was offered to you on the conditions contingent on successful verification of your behavior, conduct, and any other requirements.
During the regular employment verification which was conducted, we have been informed that you had been subjected to disciplinary actions by your previous employer on the grounds of misconduct for using bad language with your colleagues. We are disappointed that you did not disclose details of the disciplinary action which was initiated by your employer’s earlier when completing the employment form provided to you at our office.
We are highly impressed with your qualifications and skills but regret that we cannot hire you because you did not disclose the information during different stages of the interview. Our company has a policy only to hire candidates who can display good conduct with their previous employers and disclose any information when requested without hesitation.
We are sorry but we have no options but to issue this cancellation notice of your appointment letter while wishing you the best in your future endeavours.
[signature of the sender]
[name and designation of the sender].
A cancellation notice being sent to a prospective employee who has already been issued an appointment letter is certainly not a task which professionals in the HR department would be looking forward to completing. However, they cannot continue working against company policies especially when a candidate is being cited for misconduct because it would have an adverse impact on their company.
It will also bring trouble upon the professionals in the HR department and bring upon them charges of favoritism simply for ignoring the verification reports in their possession.