Cancel a Meeting Email: 6 Templates (Apology + Next Steps)

Professional meeting cancellation email templates for different situations. Learn when to cancel vs reschedule and how to write a cancel meeting email that handles cancellations appropriately. This guide provides templates and best practices for canceling meetings professionally.

When to Cancel vs Reschedule

Understanding when to cancel versus reschedule helps you choose the right approach:

Cancel when:

• The meeting is no longer needed
• The topic has been resolved another way
• The meeting is no longer relevant
• You're certain you won't need to meet

Reschedule when:

• You still need the meeting but can't make the time
• The topic is still important
• You want to maintain the relationship
• The meeting serves a purpose

Best practice: When in doubt, offer to reschedule. It shows respect for the other person's time and maintains the relationship.

When to Use Each Template

Standard Cancellation: Use for most cancellations - includes apology and reschedule offer.

Immediate Reschedule: Use when you want to reschedule right away with specific options.

Brief Cancellation: Use for internal or casual meetings where formality isn't required.

Emergency Cancellation: Use for urgent situations requiring immediate cancellation.

Alternative Format: Use when you can't meet in person but can do a call instead.

Permanent Cancellation: Use when the meeting is no longer needed and you won't reschedule.

Subject Lines for Meeting Cancellations

Standard format:

• "Meeting Cancellation - [Date]"
• "Re: [Original Subject] - Canceling"
• "Canceling Meeting - [Date]"

Urgent:

• "URGENT: Meeting Cancellation - [Date]"
• "Emergency: Canceling Meeting"

With reschedule:

• "Meeting Cancellation - Rescheduling"
• "Re: [Original] - Need to Reschedule"

Best practices:

• Include the date if possible
• Use "Re:" for email threads
• Be clear and direct
• Indicate if rescheduling

Best Practices

• Give notice: Cancel as far in advance as possible
• Apologize: Acknowledge the inconvenience
• Offer to reschedule: Unless the meeting is truly unnecessary
• Be brief: Don't over-explain
• Update calendar: Remove the meeting from your calendar and send cancellation notice

Common Mistakes to Avoid

Don't:

• Cancel at the last minute without good reason
• Forget to send cancellation notice
• Leave the other person waiting
• Cancel without offering to reschedule (unless truly unnecessary)
• Be vague about whether you'll reschedule

Do:

• Give as much notice as possible
• Apologize for the inconvenience
• Offer to reschedule if appropriate
• Be clear about next steps
• Update your calendar

Best Practices

• Cancel early: Give as much notice as possible
• Apologize appropriately: Acknowledge the inconvenience
• Offer alternatives: Suggest rescheduling or alternative formats
• Be clear: State whether you'll reschedule or not
• Update calendars: Remove meeting and send cancellation notice

Related Resources

For more guidance on meeting communications:

• Meeting Templates Hub - Browse all meeting email templates
• Meeting Request Email - Templates for requesting meetings
• Reschedule Meeting Email - Templates for rescheduling
• Inbox Zero Guide - Learn email management strategies
• Professional Email Templates - Other professional templates