Whether it's an unexpected delay, travel problems, or scheduling confusion, canceling plans can sometimes be inevitable. As frightening as it may be for you to give the news to the person you are missing out on, it’s better to be honest and polite and warn him as soon as possible, and then - hopefully - he will show understanding. In addition, reschedule the meeting for another day or for the near future and offer to meet closer to the place where the person is in order to cause him less inconvenience.
Steps
Part 1 of 2: Politely Cancel the Appointment
Step 1. Contact the person with whom you have an appointment as soon as possible
The longer you stall for time, the more inconvenience you will cause. By giving the person early warning, you will show that you respect both themselves and their time.
Step 2. Call to cancel the appointment in person if you inform about it at the last moment
If you give less than a day's notice, contact the person with whom you have an appointment directly. In this situation, an e-mail, text message, or a notice through another employee of the cancellation will look impolite.
Step 3. Please sincerely apologize
Even if you give advance notice, express regret for the cancellation. The person may have abandoned other plans to meet with you, or it may be that you have caused them inconvenience.
- A short, simple apology is enough, for example: "I am very sorry that it was not possible to meet with you this time."
- Don't use vague language and don't say that you "may" not be able to come to the meeting. Better to speak directly and frankly.
Step 4. Briefly explain the reason for the cancellation
If you have a compelling reason, such as travel problems or illness, just let us know why you had to cancel the appointment. If the reason is not so valid, for example, you just forgot about the meeting or accidentally put two things at the same time, provide a general explanation, for example: "Something happened that I can't get out of."
- There is no need to go into details as to why you are canceling the appointment, even if you are being honest. With too many details, a person may get the impression that you are making it up.
- Never say "something more important happened" or anything like that.
- Don't make excuses. There is a great risk that the person will reveal your lies, which can aggravate the situation.
Step 5. Let the person know that you value their time
Be sure to emphasize that you are grateful to him for making the appointment with you, and that you are sorry that you had to cancel it. Make it clear that you realize that his time is not unlimited.
This is especially important if the person has made an appointment with you as a favor, as a professional with extensive experience in the field of interest
Part 2 of 2: Reschedule the appointment =
Step 1. Offer to reschedule the appointment when you cancel it
This will not only save you the hassle of organizing later on, but it will also show that you are still interested in this meeting. When you call or email to cancel the appointment, mention at the end that you would like to reschedule it to a convenient time for the person.
Step 2. List a few times when you can meet
Do your best to accommodate the other person's schedule, but give them several options to choose from. Mark 3-4 free spaces in your schedule and ask if it will be convenient for the person to meet at this time.
For example, you might say, “I am free on Friday after 2:00 pm, anytime Monday or Tuesday between 1:00 pm and 3:00 pm. Do any of these options work for you, or is it more convenient for you to meet at a different time? "
Step 3. Offer to meet somewhere closer to this person
To compensate for the cancellation of the first meeting, it would be nice to make the rescheduled meeting more convenient for him. Offer to meet at his office or somewhere nearby, where he will already be at this time.
You can also offer to contact via Skype or Viber if the person with whom you are trying to reschedule the meeting is very busy or is far away
Step 4. Choose the time that suits you exactly
After canceling the first appointment, the second cancellation can cause even more annoyance and inconvenience. It can also ruin your relationship with the person. Take a close look at your schedule and make sure that the time you agree on is right for you, and that during this period, the likelihood of unforeseen circumstances is minimal.
For example, if you have nothing planned for December, but you know that closer to the holidays, as a rule, a lot of things are added, it is better not to postpone the meeting until this time
Step 5. Write down the time you choose to meet
Once you decide how long to reschedule the appointment, add it to your planner or your schedule. You can also write a physical reminder note and display it prominently.
Step 6. When you meet, thank the person for their patience
Start the meeting by thanking the person (or people) for the transfer. There is no need to apologize again, however, expressing appreciation for his getting into your position will show that you value his time.
Advice
- Do your best not to cancel appointments, as this can reflect badly on you and can harm your business and personal connections.
- If you are dating someone you pay for (such as a psychologist), check if they have a cancellation policy.