10 Meeting Cancellation Email Sample Templates to Save Your Time

Have you ever received a meeting invitation that ultimately had to be cancelled due to unforeseen circumstances? The task of sending out a cancellation email can be daunting, especially when you want to convey the message clearly and professionally without coming across as insincere or rude. But worry not, there are plenty of meeting cancellation email samples out there that you can use as templates to save you time and effort.

With just a few tweaks to personalise it, you can have a well-crafted email that informs your invitees of the cancellation, apologises for any inconvenience caused, and provides alternative arrangements if necessary. And if you’re not sure where to start, don’t fret. We’ve got some excellent meeting cancellation email samples that you can use as a starting point.

From simple yet effective texts to more detailed and explanatory emails, you’ll find a range of examples that can help you get your message across in a clear and concise way. Easily adaptable to suit your specific scenario, these samples will provide you with a solid foundation to craft your own email.

So don’t let meeting cancellations stress you out anymore. Let our sample emails guide you in crafting a professional, courteous, and persuasive message to your invitees. With these sample emails, you’ll be able to communicate your message with ease, clarity, and professionalism.

The Best Structure for a Meeting Cancellation Email Sample

Canceling a meeting is a task that no one enjoys, but it’s a necessary one. Unfortunately, when you must cancel, it’s essential to do so professionally and tactfully. This is why having a well-structured meeting cancellation email sample is essential. As always, when it comes to crafting emails that are clear, concise, and effective, the Tim Ferris writing style can come in handy.

First, start with a greeting that is appropriate to your recipient. It’s important to stay polite and to acknowledge your recipient’s time and efforts to attend the meeting. A simple “Good morning/afternoon” followed by their name is usually enough.

In the next paragraph, give a short explanation for why you’re cancelling the meeting. Be honest and straightforward here as you don’t want to cause confusion or disappointment. Remember to stay professional and avoid getting too personal. There can be several reasons why you might cancel, ranging from unexpected emergencies to unforeseen circumstances. Whatever your reason is, explain it clearly and be sincere.

After you’ve explained the situation, the next step is to suggest another date or time for another meeting or propose a different way of communication. You can explain that you understand the importance of the meeting and that you’re looking forward to gathering everyone together again. When proposing another date or alternative way of communication, make sure the suggestion is clear and concise to avoid any confusion.

Finally, end with a polite closing, thanking the recipient for understanding and consideration. Always end with a closing sentence that shows your appreciation for their time and reiterates your eagerness to reschedule or find another way to communicate. Adding your signature will wrap up the email nicely.

Having a clear, concise, and professional meeting cancellation email sample is essential when you have to cancel a meeting. Following the Tim Ferriss writing style can help you to strike the right tone and keep your communication professional and precise. Regardless of the reason behind your cancellation, the most important thing is to communicate politely, and be sincere and straightforward. If you follow these simple steps, you will make the process of canceling the meeting easier for everybody involved.

7 Meeting Cancellation Email Samples for Different Reasons

Sample 1: Cancellation of Board Meeting

Dear Board Members,

Unfortunately, due to unforeseen circumstances, we are forced to cancel the upcoming board meeting that was scheduled for next Thursday on the 25th at 2 p.m. This cancellation is non-optional as we have encountered a situation that must require immediate attention.

We regret for any inconvenience this cancellation may cause, and we will notify everyone the soonest possible time for the rescheduled meeting. We will keep you informed on any updates related to the meeting.

Thank you for your understanding.

Best regards,

[Your Name]

Sample 2: Cancellation of Job Interview

Dear [Candidate Name],

We regret to inform you that we have decided to cancel the scheduled interview that was supposed to take place at our office at 10 a.m. on Monday, the 12th of September. We have decided to put out the job opening for the time being, and therefore, we do not require any interviews at this time.

We thank you for your interest in pursuing a career opportunity at our organization, and we appreciate your time and effort spent preparing for the interview.

We hope you still consider our organization for future opportunities, and we wish you the best of luck in your job search.

Best regards,

[Your Name]

Sample 3: Cancellation of Sales Meeting

Dear [Client Name],

We apologize to inform you that we must cancel the sales meeting that was scheduled to take place on the 20th of August at our office. Unfortunately, several members of our sales team have been exposed to COVID-19 and are advised to self-quarantine for the next few days.

We understand the inconvenience this may cause, and we promise to keep you informed of the new dates for the meeting. Meanwhile, we can schedule an alternative format such as a video conference or phone call to discuss matters regarding our business together.

Thank you for your understanding, and we look forward to resolving this situation soon.

Best regards,

[Your Name]

Sample 4: Cancellation of Training Session

Dear [Participant Name],

We regret to inform you that the training session scheduled for Friday, the 15th, has been canceled due to the unavailability of the venue. Unfortunately, the venue management has informed us that they are undergoing an unforeseen maintenance situation and have closed the venue indefinitely.

We understand you have invested time and effort in preparing and arranging for this, and we apologize for any inconvenience this cancellation may have caused. We will inform you of the new date for the training session as soon as we secure a new venue.

Thank you for your patience, and we hope you make it for the next forthcoming training session.

Best regards,

[Your Name]

Sample 5: Cancellation of Parent-Teacher Meeting

Dear [Parent Name],

We regret to inform you that the parent-teacher meeting scheduled for the 16th of December is canceled. Unfortunately, some of our teachers have attended a training session, causing a shortage of teachers in the school. Therefore, the cancellation of this meeting was mandatory and unavoidable.

We apologize for any inconvenience this may have caused, and we promise to reschedule the meeting at your earliest convenience. Meanwhile, we welcome you to contact our front office if you have any concerns or require any further assistance.

Thank you for your understanding, and we hope to meet you soon.

Best regards,

[Your Name]

Sample 6: Cancellation of Business Trip

Dear [Recipient Name],

Unfortunately, I regret to inform you that the business trip scheduled for next month has been canceled due to personal reasons. I understand the impact of this announcement on our company, and I assure you that I will make it up as soon as possible.

Thank you for your understanding, and I apologize for any inconvenience this announcement may have caused.

Best regards,

[Your Name]

Sample 7: Cancellation of Company Event

Dear [Participant Name],

It is with deep regret that I must inform you that we are forced to cancel the company’s upcoming event, which was scheduled to take place next Saturday at 6 p.m. The increased spread of COVID-19 cases and the recently announced regulations on gatherings in indoor spaces have forced us to take this step.

We regret any inconvenience this may cause, and we apologize to those who have prepared for the event with the highest hopes. However, the safety and wellbeing of our staff, participants, and public safety come first, and we must take every necessary step to prevent the spread of the virus.

We will keep you informed of new developments regarding the rescheduling of the event and the protocols involved in the event. Meanwhile, we desire the best health and safety practices for everyone, and we hope to see you soon in the near future.


[Your Name]

Tips for Writing a Meeting Cancellation Email

Canceling a meeting is sometimes inevitable, but it is important to do it the right way – through email. Writing an email to cancel a meeting can be challenging, as you may want to convey the message with the right tone to avoid hurting the recipient’s feelings. To ensure that you deliver your cancellation message effectively and professionally, here are some tips to follow:

  • Be prompt: As soon as you know that the meeting needs to be canceled, send out the email. The more time you give the recipient, the better chance they have of rescheduling.
  • Be concise and clear: The email should be straightforward and to the point. Clearly state that the meeting is canceled, and if possible, provide a reason for the cancellation. Keep the email short and concise.
  • Express regret: It is courteous to express regret over canceling the meeting. This helps the recipient understand that you value their time and that the cancellation was unavoidable.
  • Offer an alternative date or time: If possible, offer another date or time for the meeting. This shows that you are still interested in holding the meeting and reinforces the importance of the original agenda.
  • Thank the recipient: Thank the recipient for their understanding and cooperation. It is important to let them know that you appreciate their willingness to reschedule and that you value their time and effort.
  • Use a professional tone: Keep the tone of the email professional and polite. Avoid using an overly friendly or casual tone, as it may come across as insincere.
  • Edit before sending: Re-read your email to ensure that it is free from errors and conveys the intended message. Make sure that the email is addressed to the correct recipient and that the time, date, and location of the meeting are accurate.

By following these tips, you can write an effective meeting cancellation email that delivers the message with the right tone and keeps your professional relationship intact.

Meeting Cancellation Email Sample FAQs

When should I send a meeting cancellation email?

You should send a meeting cancellation email as soon as possible once you know the meeting cannot take place.

What should I include in a meeting cancellation email?

A meeting cancellation email should include the meeting details, reason for cancellation, apology, and a plan for rescheduling if necessary.

How should I address the email?

You should address the email to all the attendees of the meeting and use a professional, respectful tone.

What is the best way to inform attendees of a canceled meeting?

The best way to inform attendees is through email, but you can also call or text them if time allows.

How can I show understanding in my meeting cancellation email?

You can show understanding by apologizing for any inconvenience caused by the cancellation and expressing your willingness to reschedule or find an alternative solution.

Do I need to provide a new meeting date in the cancellation email?

No, it is not necessary, but you can suggest a potential new date or express your willingness to work with the attendees to find a new date.

Can I cancel a meeting on short notice?

It is best to avoid canceling a meeting on short notice whenever possible, but sometimes it is unavoidable. In these situations, it is essential to be honest and apologetic and offer a plan for rescheduling if necessary.

Is it better to reschedule or cancel the meeting?

Whenever possible, it is better to reschedule the meeting rather than cancel it outright since this shows a commitment to meeting the agenda in due time. This helps to avoid interrupting plans or inconveniencing others.

What if the meeting cancellation is due to bad weather or other emergency situations?

If the meeting cancellation is due to bad weather or other emergency situations, it is best to inform the attendees as soon as possible and let them know if the meeting will be rescheduled in a timely manner.

Thanks for Stopping By!

I hope my meeting cancellation email sample has helped you in drafting your own email. Always remember to keep it simple, clear and professional. And if you have any questions or suggestions, don’t hesitate to leave a comment below. I always love hearing from my readers! Before you go, make sure to check out some of my other articles on productivity and communication. See you again soon!