Band 9 letter sample | Cancel an appointment

Letter topic

You had arranged to meet a friend next week, but you have realised that you will not be able to go.

Write a letter to your friend. In your letter

– Cancel the meeting with your friend and apologise

– explain why you will not be able to meet your friend

– suggest where and when you could see each other instead.

Sample letter

Dear Mike,

I am extremely sorry to inform you that I will not be able to meet you on Sunday due to some unavoidable circumstances. I apologize for the inconvenience it causes to you, but I am left with no option but to cancel the meeting.

Actually, I was very much looking forward to this meeting. After all, it has been a long time, but yesterday surprisingly I got a call from my uncle living in India. He said that he and his wife were coming to London on a 3-day visit. They will arrive on Friday and leave on Sunday evening. Since both are new to the city, they want me to accompany them while they go sightseeing. Due to this I am forced to cancel our meeting. But don’t worry. We can meet on the next day (Monday) at 10 am at the same location.

I apologize again for the inconvenience.

Best regards

XYZ