How To Write A Meeting Cancellation Email

To write a meeting cancellation email, it should contain a clear subject line, a respectful yet concise explanation for the cancellation, suggest potential new dates for rescheduling, and end with an apology for any inconvenience caused.

A meeting cancellation message is a written communication sent by a person or organization to inform others that a scheduled meeting or appointment will not take place as planned. This message usually includes details such as the date, time, and location of the cancelled meeting, along with a reason for the cancellation. It is a polite and professional way to inform all participants that their presence is no longer required and to allow them to adjust their schedules accordingly.

How To Write A Meeting Cancellation Email: Step-By-Step


Step 1: Subject Line

When starting your email, ensure to choose a subject line that clearly communicates the cancellation of the meeting, allowing the reader to immediately understand the purpose of the email. A concise and unambiguous subject line is crucial in conveying the message effectively.

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Step 2: Salutation

Dear [Their Name],

I hope this email finds you well. I wanted to take this opportunity to provide you with a comprehensive explanation of the business proposal we discussed earlier.

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Step 3: Apology

We sincerely apologize for the cancellation and any inconvenience caused. Please understand that unforeseen circumstances have led to this situation, and we deeply regret any inconvenience or disappointment this may cause.


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Step 4: State the Cancellation

Unfortunately, I must inform you that the scheduled meeting has been cancelled.

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Step 5: Reason for Cancellation

The cancellation was necessary due to unforeseen circumstances that have affected our ability to proceed with the planned event. We apologize for any inconvenience caused and assure you that we are working to resolve the issue promptly.

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Step 6: Future Plans

Please let us know if you have any availability for a future date as we may need to reschedule the meeting.

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Step 7: Contact Information

Please feel free to reach out to me directly at [YOUR CONTACT INFORMATION] for any further inquiries or to discuss the cancellation in more detail. I am here to provide any necessary clarification and address any concerns you may have.

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Step 8: Apologize Again

As we bring this conversation to a close, I would like to once again express my sincere apologies for any inconvenience this may have caused. Your time and commitment to this meeting are highly valued and greatly appreciated.

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Step 9: Closing the Email

End the email with an appropriate and courteous closing, like “Kind Regards,” or “Best,” coupled with your complete name and designation for a professional touch.

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Step 10: Proofread and Edit

Go through the email to ensure it is clear and grammatically correct, and make sure the tone is professional and polite.


Writing a meeting cancellation email is an essential skill that every professional should master. It not only showcases your professionalism and respect for others’ time but also helps maintain effective communication within your organization. By following the tips and guidelines outlined in this blog post, you can craft a concise, polite, and informative cancellation email that will undoubtedly be appreciated by your colleagues or clients. Remember, always be prompt in notifying the participants, provide a valid reason, and suggest alternative arrangements if necessary. Implementing these practices consistently will ensure that your cancellation emails are well-received, and you can effectively manage your time and priorities without causing any inconvenience to others.

Popular Questions

What should a meeting cancellation message include?

A meeting cancellation message should include a salutation, a statement of the cancellation, reason for the cancellation, proposal for a new date, and a sincere apology for the cancellation.

How promptly should you send out a cancellation message after you know the meeting cannot hold?

A cancellation message should be sent out as soon as possible after knowing a meeting cannot take place. This allows participants to adjust their schedules accordingly and minimize disruption.

Is it necessary to provide an explanation when cancelling a meeting?

Yes, it’s respectful and professional to provide a reason for the cancellation. This helps to maintain transparency and trust among all the participants.

How should the tone of a meeting cancellation message be?

The tone of a meeting cancellation message should be professional, clear, and empathetic. It should show respect for the time of the individuals who were to attend the meeting.

What to do if a meeting is cancelled and cannot be rescheduled?

If a meeting is cancelled and cannot be rescheduled, alternatives could be considered including conveying the necessary information via email or holding a virtual meeting. It would also be essential to apologize and express your regret about the situation to all intended participants.