Life happens, and sometimes you need to cancel a meeting due to circumstances beyond your control. When this happens, how you communicate the cancellation matters!
As a business owner, you should keep your clients informed. A last-minute cancellation without explanation can leave them frustrated.
On the other hand, a thoughtful email that explains the situation and suggests a new time shows respect for their schedule and maintains a positive relationship.
In this article, we’ll guide you on how to write a professional cancellation email and provide seven templates you can use right away.
Before we get started, let’s first define what a meeting cancellation email exactly is. 👇
We get it. You might be sick, have a personal or family emergency, or perhaps you got double booked. Sometimes, canceling a meeting is inevitable. But the way you handle it is what’s important.
A meeting cancellation email helps you professionally and respectfully communicate changes to your meeting, ensuring your client isn’t left wondering what happened or questioning your reliability.
When sending an email canceling a meeting, make sure to include these important points:
Your subject line should clearly indicate that the meeting has been canceled. For example, "Meeting cancellation on [date]" ensures that the recipient knows exactly what the email is about.
Avoid vague or unclear subject lines, as your client needs to quickly understand the purpose of your message without having to dig through the email.
As a business owner, you want to ensure your client always knows how to reach you. Including your full name and contact information in your cancellation email adds that personal touch and reassures your client that you're available for any follow-up.
Skipping this small step can leave your client unsure of how to get in touch, which only adds frustration.
Be transparent about why you need to cancel, but keep it brief. Clients don’t need your full life story, but they do appreciate knowing that there’s a valid reason for the cancellation of a meeting.
You can say something like this, for example:
“My apologies, but I’ve just realized I have a conflicting appointment that I can’t move and need to reschedule.”
That said, you need to weigh up how important your reason is. Is this conflicting appointment really worth potentially losing a lead and the income that comes with it?
If you’re canceling on a new lead, they may go with someone else, taking their business with them. Always think carefully about whether canceling is worth the risk, especially if it could cost you future opportunities.
Offer your client an easy way to reschedule by including a link to your booking page. A simple link can go a long way in maintaining trust and ensuring the relationship stays on track despite the change in plans.
Writing a message rescheduling a meeting shows that while the original meeting may be canceled, you're committed to finding another time that works. It also reduces any back-and-forth and allows the client to reschedule at their convenience.
When canceling a meeting, end your email with a courteous and professional closing. Here’s how to do it properly:
One rule of thumb: don’t lie! If you’re canceling due to a double booking or a personal emergency, simply say so. You don’t need to go into unnecessary detail, but honesty goes a long way in maintaining strong client relationships.
With the fundamentals out of the way, let’s move on to some practical templates. Here are seven polite meeting cancellation emails that you can grab and tweak as needed.
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Subject: Meeting cancellation due to illness Hi [recipient’s name], I’m reaching out to let you know that I’m unfortunately feeling unwell and won’t be able to attend our meeting on [date & time]. I’ve been dealing with [a cold/flu/etc.], and I’m not in the best shape to have a productive conversation right now. I apologize for the inconvenience this may cause. I’ll be in touch once I’ve recovered to reschedule. Thank you for your understanding, and I look forward to connecting when I’m back to full health. Sincerely, |
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Subject: Meeting cancellation—oops, double-booked! Hi [name], I’ve just realized I accidentally double-booked myself for [date & time]. Since the other meeting was booked first, I’ll need to cancel ours. This mix-up was entirely my mistake, and I’m really sorry for any inconvenience it may cause. To make things right, here’s a link where you can reschedule at a time that works best for you: [insert your scheduling link]. I promise I won’t let my calendar outsmart me again! Looking forward to catching up soon, |
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Subject: Need to cancel due to family emergency Good morning/afternoon/evening [recipient’s name], Unfortunately, I need to cancel our meeting scheduled for [date & time] because of an urgent family emergency. I’m sorry for the inconvenience and appreciate your understanding during this time. I’ll be in touch once I’m able to reschedule. Thanks for your patience. Sincerely, |
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Subject: Meeting cancellation Hi [recipient’s name], I hope you’re doing well. After reviewing the progress we’ve made on [specific project or task], it seems we’ve already covered the key points for our upcoming meeting on [date & time]. Rather than take up your time unnecessarily, we can go ahead and cancel the meeting. If anything else comes up that we need to discuss, I’m happy to reconnect. Thank you for your time, and please feel free to reach out if you have any questions. Best regards, |
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Subject: Travel delays are affecting our meeting Hi [recipient's name], I hope you’re doing well. I wanted to let you know that due to some unexpected travel delays, I won’t be able to make it to our meeting on [date & time]. Unfortunately, things are a bit out of my control with [flight delays/train cancellations/etc.], and I don’t want to rush through our conversation. To ensure we can meet as soon as possible, please choose a new meeting time that fits into your schedule here: [insert booking link] Thanks so much for your understanding! Best, [your name] |
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Subject: Urgent: Meeting cancellation due to unforeseen circumstances Dear [client's name], I’m really sorry to have to cancel our meeting on [date & time]. Unfortunately, a situation has come up, and my colleague, who was supposed to attend with us to help navigate [specific project/subject], is unable to join due to personal issues. Their presence is essential for the discussion, and I want to make sure we can have a productive session when we’re all available. I’ll be in touch soon to arrange a new time that works for everyone. Thanks so much for your understanding! Kind regards, |
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Subject: Meeting cancellation Hi [name], I’m sorry to let you know that I need to cancel our meeting scheduled for [date & time] due to unforeseen circumstances. In the meantime, I’ve included a link to a recorded webinar that covers much of what we planned to discuss: [webinar link]. Please feel free to review it at your convenience and choose a new meeting time that suits your schedule here: [insert booking link] If you have any questions or need further clarification, don’t hesitate to reach out. Thank you for your understanding, and I look forward to connecting again soon. Best regards, |
📚 Handy resource: Sending meeting cancellations is only one task—you also need to handle invitations, follow-ups, and reminders.
Meeting cancellations happen to everyone, but how you handle them can make a big difference to your small business.
A professional tone when canceling an appointment helps protect your client relationships and keeps things running smoothly, even when plans change. Use these meeting cancellation email samples to make sure you’re always prepared, no matter the situation.
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Pro tip 💡 Don’t forget to have a cancellation policy in place. Clients might cancel on you too, which can leave gaps in your schedule. This can cost you time and money depending on the type of business you run. |
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