Appointment Cancellation Letter (10 Samples)
In this article, we will learn how to write an appointment cancellation letter.
Writing an appointment cancellation letter can be a great way to let someone know about a cancellation.
Here are some tips to help you write the perfect appointment cancellation letter:
- Thank the person for accepting your request to cancel.
- Refer to specific reasons why you must cancel the appointment.
- Be as polite as possible when you explain why you must cancel the appointment.
- State when you plan to reschedule the appointment.
Let’s dive into some samples.
Appointment Cancellation Letter
Here Are Some Samples To Guide You.
Sample #1
Dear_____,
We apologize for the inconvenience caused by our last-minute appointment cancellation. We understand that it was a difficult decision to cancel at the last minute, and we are sorry for any inconvenience this may have caused.
We understand that you were looking forward to seeing us, and we apologize for any inconvenience this may have caused. We hope that you will understand our need to cancel this appointment.
Sincerely,
Your Name
Sample #2
Dear __________,
Thank you so much for coming to see me today to discuss your appointment. Unfortunately, I have had to cancel your appointment due to a family emergency. I apologize for any inconvenience this may have caused.
I hope you are doing well and I hope to see you soon.
Sincerely,
Your Name
Sample #3
Dear Patient,
We apologize for the inconvenience caused by your recent appointment cancellation. We understand that it can be frustrating to be unable to make a doctor’s appointment and we apologize for the trouble this caused you.
We have attempted to reschedule you for another time but unfortunately, we have been unable to do so. We hope that you will understand why this was not possible and that you will forgive us.
Sincerely,
The Office of the Doctor
Sample #4
Dear Patient,
We are sorry to hear that you have had to cancel your appointment. We understand how important your time is and we thank you for taking the time to notify us of this. We apologize for any inconvenience this may have caused.
Sincerely,
Your Doctor or Staff
Sample #5
Dear __________,
Thank you for your email of _____ _____ _____ informing us of your upcoming appointment on _____ _____ _____. Unfortunately, we regret to inform you that we have had to cancel your appointment. We apologize for any inconvenience this may have caused.
Sincerely,
Your Name
Appointment Cancellation Letter #6
Dear ____,
We would like to apologize for the inconvenience caused by our last-minute cancellation. We hope you understand that we had to make this decision in order to ensure that our patient’s needs are met.
We hope that you will understand and forgive us.
Sincerely,
Your Name
Sample #7
Dear _____,
Thank you for your email informing us of your appointment cancellation. We are sorry to hear that you have had to cancel your appointment. We hope that you are doing well and that you will be back to see us soon.
Sincerely,
Your name
Sample #8
Dear ____,
I hope this message finds you well. Unfortunately, I must cancel our appointment for today. ____ was supposed to come in to my office at ____, but I have since been informed that ____ is unable to come in to work. ____, I apologize for any inconvenience this may have caused.
Sincerely,
Your name
Sample #9
Dear Patient,
We apologize for any inconvenience this may have caused. Unfortunately, we have had to cancel your upcoming appointment. We understand how important it is for you to be able to keep your appointment, and we thank you for your patience while we worked to reschedule.
We hope you will understand our need to cancel this appointment. We apologize for any inconvenience this may have caused.
Sincerely,
Your Doctor
Sample #10
Dear
Thank you for your appointment with me today. Unfortunately, I have to cancel your appointment due to an unexpected family emergency. I apologize for any inconvenience this may have caused. Thank you for your time and consideration.
Sincerely,
Your Name
How To Write A Appointment Cancellation Letter
There are a few things you should keep in mind when writing an appointment cancellation letter. Here are six tips to help you get the letter done right:
1. State the reason for the cancellation
Be clear about why you are cancelling the appointment. This will help the person you are cancelling understand why the appointment is important to you and why you cannot attend.
2. Explain the implications of the cancellation
Explain the implications of the cancellation on the other person involved. For example, if you are cancelling an appointment with a patient, say how this may affect their treatment.
3. Make sure the cancellation is polite and respectful
Be polite and respectful when cancelling an appointment. Avoid sounding angry, frustrated, or critical.
4. Include contact information for the person you are cancelling the appointment with
Include the person’s name, phone number, and email address if you have it. This will help them know how to contact you if they have any questions or concerns.
5. Include a copy of the cancellation letter
You may want to include a copy of the cancellation letter with the correspondence you send cancelling the appointment. This will help the person you are cancelling understand why the appointment is cancelled.
6. Send the cancellation letter as soon as possible
Send the cancellation letter as soon as possible. If you have to cancel the appointment via phone, try to do so as soon as possible and keep the conversation as brief as possible.