How To Write A Cancellation Letter

What a shame, you have to cancel. Well, we know how those letters go, don't we? I regret to have to inform you that… or I regret to be telling you that… But do they have to start like that? It's very formulaic. The point about a cancellation letter is that the decision has been made.

You've decided that there aren't enough people coming. The weather's too bad, people can't get there. The main speaker has suddenly pulled out.

You can't find a replacement. You've decided to cancel the meeting, the event, whatever it is, for very good reason. And this is one of those occasions when the reason is what matters most.

Because the decision has been made and what you're doing now is managing disappointment. You're managing the aftermath, you're asking people to make new plans. So, the reason is everything.

Now, I was reminded of this the other day when I was looking forward to a game of golf with a friend and he sent me an email and he didn't say I'm calling off our game. He said, "I've just checked the BBC weather forecast and this is what it said." And he gave me an extract from the BBC weather forecast and I soon got the idea of where it was going but by the time I got to him saying he wanted to cancel our game, I was thinking we'd better cancel.

So I was already on side. So, the reason is everything. And there's no reason, even if you're writing for a large audience, writing to a number of people saying we've had to cry off, why you can't let them in on the reasons.

That's the kindest thing to do. To manage their disappointment is to explain exactly why you're calling it off. So, start your letter of cancellation with the reason.

Say, "Dear so and so, our main speaker has just telephoned to say that he can't make it. We've tried to find some replacements but it's too difficult, it's too short notice. And we really feel that it's best in all the circumstances to call the meeting off.

" And they should understand. You have confided in them. And they should be reassured by that and they will have greater faith in you and they will look forward to the next time. .