Download ArticleDownload ArticleThis article was co-authored by Lynda Jean and by How.com.vn staff writer, Aly Rusciano. Lynda Jean is an Image Consultant and the Owner of Lynda Jean Image Consulting. With over 15 years of experience, Lynda specializes in color and body/style analysis, wardrobe audits, personal shopping, social and professional etiquette, and personal and business branding. She works with clients to enhance their image, self-esteem, behavior, and communication to facilitate their social and career goals. Lynda holds Bachelor degrees in Sociology and Social Work, a Master’s degree in Clinical Social Work, and a Certified Image Consultant (CIC) certification. She studied Image Consulting at the International Image Institute and the International Academy of Fashion and Technology in Toronto, Canada. Lynda has taught Image Consulting courses at George Brown College in Toronto, Canada. She is the co-author of the book, “Business Success With Ease,” where she shares her knowledge about, ‘The Power of Professional Etiquette.’
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Whether it’s because of an unexpected delay, travel issues, or a schedule mix-up, canceling an appointment is sometimes inevitable. Breaking the news that you’re missing an appointment can be daunting, but if you’re honest and polite and let them know as soon as possible, they should be understanding. Reschedule at the same time you cancel or as soon as you can, if applicable. Keep reading for more tips and examples for canceling an appointment politely.
Tips for Canceling an Appointment
- Let the person know you have to cancel as soon as possible.
- Apologize and briefly explain why you're not able to make the appointment.
- Offer to reschedule the appointment to show you’re still interested in meeting.
- Tell the person you appreciate them and value their time to be polite.
Steps
Canceling an Appointment Politely
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Contact the person your appointment is with as soon as you can. The longer you wait to cancel your appointment, the more you are inconveniencing the person you are meeting with. Giving plenty of notice will show that you respect them and their time.[1]
Call to cancel your appointment personally if you are giving short notice. If you give less than a day’s notice, consider calling the person your appointment is with. Emailing, texting, or having an employee notify them for you can come off as inconsiderate when you are inconveniencing them with a last-minute change.[2]Advertisement
Offer a sincere apology. Even if you give plenty of notice, tell them you are sorry for canceling the appointment. They may have given up other plans to meet with you, and you may have caused them an inconvenience by canceling.[3]- A brief, simple apology is enough, like “So sorry I can’t make it work this time.”
- Avoid using vague language or saying that you “might” not be able to make the appointment. It’s better to be straightforward and honest.
Explain briefly why you can’t make it. If you have a good reason, like travel problems or sickness, simply let them know that’s why you had to cancel. If you have a less acceptable reason, like you just forgot about the appointment or accidentally double-booked yourself, give a general explanation such as “Something came up that I can’t get out of.”[4]- There’s no need to go into great detail about why you are canceling, even if you’re being honest. Elaborating too much can make it seem like you’re making something up.
- Never say that “something more important came up” or anything to that effect.
- Don’t make up excuses. You’ll run the risk of the other person finding out you weren’t honest, which could worsen the situation.
Let them know you value their time. Make sure to emphasize that you appreciate them scheduling the appointment with you and that you regret having to cancel. Make it clear that you recognize their time is not unlimited.- This is especially important if the other person was meeting with you as a favor, like a professional in your field with more experience.[5]
Rescheduling an Appointment
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Offer to reschedule when you cancel. Not only will this save you the hassle of rescheduling later, but it will also show that you are still interested in the appointment. When you call or email to cancel, end by saying that you would like to reschedule at the other person’s convenience.[6]
List a few time slots you are available to meet in. While you should do your best to accommodate the other person’s schedule, giving them a few options is helpful. Figure out 3 or 4 times you are available, and ask whether those times are convenient for them.[7]- For instance, you could say, “I’m free Friday after 2 pm, anytime Monday, or Tuesday between 1 pm and 5 pm. Do any of those work for you, or is another time more convenient?”
Offer to meet somewhere closer to them. To compensate for canceling your first meeting, it’s a good idea to try and make the rescheduled appointment more convenient for them somewhere. Offer to meet them at their office or somewhere close to where they will already be at that time.[8]- You can also suggest meeting by Skype or Google Hangouts if the person you are trying to reschedule with is very busy or far away.[9]
Make a note of the time you choose to meet. Once you decide on a time to reschedule your appointment, put it into your calendar. You may also want to make a physical note and put it somewhere you will see it to remind yourself.[10]
Thank them for their patience when you do meet. Start your appointment by thanking the person you are meeting with for rescheduling. There’s no need to apologize again, but showing that you appreciate them for working with your schedule will indicate that you value their time.[11]
Community Q&A
- QuestionWhat are some good reasons to cancel an appointment?
How.com.vn Staff EditorThis answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.
Staff AnswerHow.com.vn Staff EditorStaff AnswerIt depends on the type of appointment, but some good reasons could include illness, an unexpected event such as your car breaking down, or an urgent conflicting event or meeting. However, you don’t always need to give a reason for canceling an appointment. Sometimes it’s sufficient to say “Something came up” or simply “I need to cancel.” - QuestionHow do you politely postpone an appointment?How.com.vn Staff EditorThis answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.
Staff AnswerHow.com.vn Staff EditorStaff AnswerExplain that something has come up and that you need to reschedule. Apologize for the inconvenience and thank the person for their understanding. Suggest a possible new date for the appointment. - QuestionHow do you cancel an appointment by email?How.com.vn Staff EditorThis answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.
Staff AnswerHow.com.vn Staff EditorStaff AnswerSend an email with a clear subject heading, such as “Need to cancel meeting scheduled for 7/16 at 2:00.” Keep the message clear and concise. Say something like, “Dear Marge, Something has come up and I won’t be able to make it to our meeting tomorrow. I’m very sorry for any inconvenience. Can we reschedule for next Tuesday? Thank you for your understanding.” If you don’t hear from the person, it may be a good idea to follow up by phone or in person.
Tips
- Try to avoid canceling appointments whenever possible, as it can reflect badly on you and may damage your connections.[12]Thanks
- If you are meeting with someone whose services you are paying for, like a consultant, check to see if they have a cancellation policy.Thanks
References
- ↑ Lynda Jean. Certified Image Consultant. Expert Interview. 17 November 2020.
- ↑ https://www.theguardian.com/media-network/2015/jul/28/survive-modern-office-workplace-etiquette
- ↑ https://englishlive.ef.com/blog/english-in-the-real-world/4-simple-steps-cancel-plans-english/
- ↑ https://www.brit.co/how-to-gracefully-cancel-plans/
- ↑ http://www.businessinsider.com/how-to-cancel-a-meeting-without-pissing-anyone-off-2010-5
- ↑ https://www.theglobeandmail.com/report-on-business/small-business/how-to-politely-cancel-a-meeting/article4319984/
- ↑ https://hbr.org/2011/03/scheduling-a-meeting-the-right
- ↑ http://www.businessinsider.com/how-to-cancel-a-meeting-without-pissing-anyone-off-2010-5
- ↑ https://www.fastcompany.com/3027631/meeting-etiquette-101-fist-bumps-going-topless-and-picking-up-tabs
- ↑ https://hbr.org/2011/03/scheduling-a-meeting-the-right
- ↑ https://www.theglobeandmail.com/report-on-business/small-business/how-to-politely-cancel-a-meeting/article4319984/
- ↑ Lynda Jean. Certified Image Consultant. Expert Interview. 17 November 2020.
About This Article
While canceling an appointment can feel embarrassing, you can break the news without causing trouble by being polite and accommodating. As soon as you know you need to cancel your appointment, contact the person you were planning to meet because the more you wait, the more you’re inconveniencing them. If it’s short notice, call them directly rather than emailing. When you tell them, give them a sincere apology and explain why you can’t make it, as they’ll probably be more understanding if you have a good reason. Additionally, offer to reschedule and give them some times when you’re available. Try your best to accommodate their schedule by offering to meet somewhere close to them. For more tips, like how to make sure you keep your rescheduled appointment, read on.
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