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Home > Emails > How to Write Cancellation Emails Politely (13 Templates)

How to Write Cancellation Emails Politely (13 Templates)

Jessica Shee
Written by
Jessica SheeProfessional Tech Writer
Updated on:Sep 21, 2023

Canceling an appointment at the last minute can cast a shadow over your reliability or commitment and effectively close the door to promising opportunities and relationships. Rescheduled flights, family obligations, travel issues, and overlapping commitments can happen and warrant canceling, but it’s important to communicate this ahead of time.

An easy way to do this is to send a cancellation email. A cancellation email shows courtesy and gives the other party time to make alternative plans.

See our expert guide on crafting polite cancellation emails. We have provided 13 easy templates and examples you can copy and paste or modify to your taste. This guide also contains a breakdown of how to write one from scratch and handle these situations with professionalism and tact.

What is a cancellation email?

A cancellation email, quite easily put, is a formal request for the termination of a previously arranged appointment, subscription, or reservation. It is commonly used to cancel flights, subscriptions, interviews, events, service memberships, hotel reservations, and other arrangements with upfront agreements. Typically, it is sent out to notify the other party about one’s decision to cancel and initiate any process needed to process this cancellation.

You might have sent one in the past without even knowing. If so, there’s an off chance you didn’t do so correctly. Here are templates to help you get a cancellation at the first time of asking.

Order cancellation email template

Sometimes we make impulse purchases, only to realize later that they are unnecessary, do not fit our budget, or do not align with our needs. Not to worry; it happens to the best of us. You can cancel right away by sending an order cancellation letter or email.

Depending on the return policy on the item, there may be no going back if the seller has packaged and shipped the product, as it is with some discounted items. But sending one is still worth trying.

Dear [Recipient's Name],

I hope this email finds you well. I regret to inform you that I would like to cancel the order I placed recently. Upon further consideration, I have realized that this purchase is unnecessary and does not align with my needs.

I kindly request your assistance in cancelling the order and refunding the payment. I apologize for any inconvenience caused and appreciate your understanding.

Thank you for your attention.

Best regards,
[Your Name]

Flight cancellation email template

The flight cancellation process differs depending on whether you booked a low-cost airline or are dealing with a travel agent. Most low-cost airlines do not honor flight cancellation email requests, so this template may be ideal if you booked with a renowned travel agent or carrier instead.

Make sure to include all important details like your full name, passport number, flight number, and flight time in your email. Refunds and flight rescheduling can get complex sometimes, so you may still need to make some calls. But write one anyway and add your preferred date and time upfront if rescheduling.

Dear [Recipient's Name],

Unfortunately, I regret to inform you that your flight [flight number] on [date] has been canceled due to unforeseen circumstances. We sincerely apologize for any inconvenience caused.

In order to assist you with this situation, please contact our customer support team at [phone number] or [email address]. They will be more than happy to provide you with alternative flight options or help you with a refund process. Please have your booking reference number on hand when contacting us.

Once again, we sincerely apologize for the inconvenience caused by this cancellation. We value your business and remain committed to providing you with the best possible service.

Best regards,
[Your Name]

Services cancellation email

Some services/subscriptions are difficult to opt out of, so you may need to call customer support after sending that email. However, this simple and concise email template should help if you have no time to draft a fresh one.

Dear [Recipient's Name],

I hope this email finds you well. I apologize for any inconvenience caused, but I would like to cancel my current services with your company. I have thoroughly enjoyed utilizing your services, but I find it necessary to discontinue them at this time.

Please assist me in canceling my subscription and provide any necessary instructions or documentation required to complete the process. I would appreciate it if you could confirm the cancellation to avoid any further charges or misunderstandings.

Thank you for your attention and prompt assistance in this matter.

Best regards,
[Your Name]

Ensure you include your account details so they know what account to attend to.

Hiring interview cancellation email template

The chances of getting overlapping interview dates can be high when writing multiple job applications. You can cancel an interview appointment or reschedule one using this email template. If you have another job offer, you may not need to reschedule the interview and should take out the paragraph that talks about rescheduling.

Dear [Recipient's Name],

I regret to inform you that I will not be able to attend the scheduled interview on [Interview Date] at [Interview Time]. I have recently received another job offer and have decided to accept it.

Thank you for considering me for the position at [Company Name]. I sincerely apologize for any inconvenience caused by my cancellation. I appreciate your understanding.

Best regards,
[Your Name]

Appointment cancellation email template

There’s no reason to feel bad if you have to cancel a meeting/appointment for personal reasons or those that are out of your control. Instead, send a meeting cancellation email as soon as possible so you don’t waste the other party’s time.

This email template forms the basis for how these kinds of emails should look. But it should be modified to reflect your reason for canceling. You do not need to go into too much detail when writing the reason too.

Dear [Recipient's Name], I regret to inform you that I am unable to attend the scheduled meeting/appointment on [date] at [time]. I apologize for any inconvenience this may cause. Unfortunately, [provide brief explanation of the reason for cancellation, if appropriate]. I understand the value of your time and I am truly sorry for any inconveniences caused. If possible, I would be grateful if we could reschedule our meeting for a later date that is convenient for both parties involved. Once again, I apologize for any inconvenience caused and I appreciate your understanding in this matter. Thank you for your attention. Best regards, [Your Name]

Event cancellation notice email template

This email template does the job for you if you need to cancel an event you’ve previously invited people to. It could be a wedding, convocation ceremony, housewarming, etc. Depending on how personalized you want the email to be, you may draft an email for each guest or send a bulk message out.

Our email template has provisions for mentioning why you are canceling and gives room for sending your unreserved apologies to those who the cancellation decision might inconvenience.

Dear [Recipient's Name],

I hope this email finds you well. Unfortunately, due to unforeseen circumstances, I regret to inform you that we have made the difficult decision to cancel the [Event Name] that was scheduled for [Date].

We understand that this news may come as a disappointment, but the cancellation is necessary for reasons beyond our control. We sincerely apologize for any inconvenience caused.

Rest assured, we are actively working on rescheduling the event and will keep you updated with any new developments. We value your support and understanding during this time.

Once again, please accept our sincere apologies for any inconvenience caused. Thank you for your understanding and patience. If you have any questions or concerns, please do not hesitate to reach out to us.

Best regards,
[Your Name]

Seminar or workshop email cancellation template

You can cancel a scheduled seminar or workshop with the least drama by sending a cancellation email ahead of time. Our template is a good place to start, regardless of your reason. It expresses genuine regret for canceling and shows how much respect you have for the time and effort attendees have invested in planning the event.

Although it is important to express your regrets, it’s equally paramount that you remain as professional as possible while at it.

Dear [Recipient's Name],

I regret to inform you that we have made the difficult decision to cancel the scheduled seminar/workshop. Due to unforeseen circumstances, we are unable to proceed with the event as planned.

We understand the time and effort that you have put into attending and planning for this event, and we sincerely apologize for any inconvenience caused. We value your commitment and support, and we assure you that this cancellation was not taken lightly.

We are currently exploring options to reschedule the seminar/workshop in the near future, and we will keep you informed of any updates. In the meantime, please feel free to reach out to us if you have any questions or concerns.

Thank you for your understanding and patience.

Best regards,
[Your Name]

Professional service reservation cancellation email template

Our reservation cancellation email template is one to work with if you intend to cancel a reservation or booking you had previously made with a service provider. For instance, the doctor, dentist, or a barber. This email should be sent as quickly as possible and should include your regrets. Make sure to include a sentence asking for a reschedule if you want one.

Dear [Recipient's Name],
I regret to inform you that I need to cancel the reservation/booking I previously made with your service. I apologize for any inconvenience caused.
If possible, I would like to reschedule the appointment at a later date. Please let me know if this is a possibility and provide alternate dates and times that would work for you.
Once again, I apologize for the cancellation and any inconvenience caused. I appreciate your understanding.
Best regards,
[Your Name]

Membership cancellation email template

You can also write an email to cancel your gym, golf club, health and wellness club, library, or professional association membership. The written email should be clear, simple, and concise. Membership cancellation emails can help you discontinue your membership and save money on services you no longer need. So why not use them now?

Dear [Recipient's Name],

I hope this email finds you well. I am writing to inform you that I would like to cancel my membership with [Gym/Golf Club/Health and Wellness Club/Library/Professional Association]. Unfortunately, due to personal circumstances, I am not able to continue utilizing the club's services.

I kindly request that you process the cancellation and provide confirmation of the cancellation details. If there are any specific procedures or forms that I need to complete, please let me know.

Thank you for your attention to this matter. I have enjoyed being a member and appreciate the experiences I have had during my time with [Club/Organization Name]. I hope to be able to rejoin in the future when the circumstances allow.

Best regards,
[Your Name]

Course enrollment cancellation email template

Anyone can register for a school or online self-help course only to get uninterested later. The right thing to do, especially when dealing with courses with limited seating, is to submit a cancellation email. Drafting one is a breeze - simply tailor this template to include the course you wish to cancel, the instructor’s name, and other pertinent details you’d like to add. With these modifications, you should be set.

Dear [Recipient's Name],

I am writing to inform you that I would like to cancel my enrollment in the [Course Name] course with [Instructor's Name].

After careful consideration, I have decided that this course does not align with my current interests and goals. Therefore, I kindly request that you remove me from the course roster.

Thank you for your understanding. I apologize for any inconvenience caused by this cancellation.

Best regards,
[Your Name]

Sponsorship cancellation email template

We understand that sometimes circumstances change, and you might need to reevaluate your commitment to a cause. We crafted this email template to help you communicate your decision to cancel your sponsorship or donation in a thoughtful and considerate way. The template has provisions to discuss necessary administrative procedures for canceling while showing respect for the recipient association.

Dear [Recipient's Name],

I hope this email finds you well. In light of recent changes in my circumstances, I regret to inform you that I would like to cancel my sponsorship/donation to [Association Name].

I sincerely apologize for any inconvenience caused. I understand that there may be necessary administrative procedures to follow for the cancellation, and I am more than willing to cooperate and provide any information or documentation required.

Thank you for your understanding and for the opportunity to support [Association Name]. I appreciate the work you do and hope that my cancellation does not hinder your important mission.

Best regards,
[Your Name]

Business partnership cancellation email template

Deciding to discontinue a business partnership is no doubt a bold step, and many individuals have no clue how to navigate it without straining an existing relationship. Our cancellation template is designed to help you communicate your decision professionally and show the utmost respect for the relationship you’ve built over time. It is also designed to facilitate transparent communication, including discussion on contractual matters that can ensure a smooth transition for all parties involved.

Dear [Recipient's Name],

After careful consideration, we have made the difficult decision to discontinue our business partnership. We want to assure you that this decision was not made lightly and that we value the relationship we have built with you over the years.

We believe that transparent communication is essential during this process, and we are open to discussing any contractual matters that may arise during the transition. Our goal is to ensure a smooth and respectful conclusion for all parties involved.

Thank you for your understanding and cooperation in this matter.

Best regards,
[Your Name]

Rental lease cancellation email template

Family health problems, hazardous living conditions, and moving for a new job offer are common reasons people cancel leases. Most lease agreements require giving a few days' notice if you want to end your lease early. We recommend sending your landlord one, even if your lease does not explicitly state so, in case of a later dispute. The email should indicate when you intend to vacate the rented property.

Dear [Recipient's Name],

I am writing to inform you that I need to cancel my lease agreement for the rented property. Unfortunately, due to some unforeseen family health problems, hazardous living conditions, and a sudden job offer in another location, it has become necessary for me to vacate the property earlier than expected.

Although our lease agreement does not explicitly state a notice period for early termination, I wanted to reach out to you in advance to ensure a smooth transition. I intend to vacate the property on [date], allowing sufficient time for you to find a new tenant and make any necessary arrangements.

I appreciate your understanding and cooperation in this matter. Please let me know if there are any specific procedures or requirements I need to follow for the lease cancellation process.

Thank you for your attention.

Best regards,
[Your Name]

Recommended format for a cancellation email

Cancellation emails have a universal structure, which makes composing one simple and straightforward. However, there’s still room for some creativity to make your message stand out. Just be careful to remain professional in your relations and avoid words that can strain your relationship with the other party.

Our guide emphasizes a need to start with a subject line effectively communicating what you are canceling, why, and a positive conclusion that leaves the recipient with a sense of goodwill. Let’s look at the must-have email sections together

Cancellation email subject line

The subject line should state in clear terms what the email is about. For instance,

  • Order cancellation - order number
  • Flight cancellation - Flight booking number

This way, the recipient can tell on first look what the email is about

If you run out of ideas on a subject line to use, you can generate one with a click using a tool like HIX Email Generator.

Cancellation email body

Many email copywriters and professional email writers recommend beginning the email with who you are. While we understand its importance, we do not recommend this if you already have a relationship with the person or business. This might come off as rude to some people depending on your relationship. In this case, just go straight to the point.

If you are canceling a meeting, it might be polite to suggest an alternative date or throw it open and request the other party choose the most convenient date. Here's an example of how this can look.

“I will be unable to make our meeting for (write date and time), due to (include details if you want). Can we reschedule? I’ve gone through my diary, and these dates and times would work for me. Kindly let me know if there’s one you are most comfortable with.”

If you cancel at the last minute, it is only proper to tender an apology. You may also want to include your contact information for further correspondence.

Cancellation email conclusion

The email should end with a confirmation that they received the email and what further steps should be taken if you are rescheduling. For example:

“Please acknowledge receipt of this email and provide me with a suitable date and time for rescheduling the meeting. Thank you for your understanding.”

Conclusion

These tips should help you draft an email in no time. However, if you struggle to find the right words, you can use any of our templates or email generator. When integrated into your mail app, HIX Email Generator can help draft clear, creative subject lines, emails, and replies in one click.

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