Various things sometimes make you forced to cancel an appointment, for example because you are facing an emergency, stuck in traffic jams, or mismanaging your schedule. You may feel worried when you think about how to notify the cancellation, but people who couldn't be found can understand if you let them know as soon as possible. Set a new meeting schedule when you contact him or when the opportunity arises. To make him feel comfortable, offer to meet at a location close to his home or office.
Step
Part 1 of 2: Politely Canceling Appointments
Step 1. Contact the missing person as soon as possible
You're annoying other people if you put off canceling your appointment until the last minute. Telling him ahead of time shows that you respect him and appreciate the time he has prepared for you.
Step 2. Notify you personally by phone if you cancel an appointment that is very close
You must call to notify in person if you cancel the appointment on the same day. Canceling an appointment suddenly so that the other person feels annoyed may seem rude if you let them know via email, text message, or someone else.
Step 3. Offer a sincere apology
Even if you tell them ahead of time, make sure they know that you're sorry you had to cancel your appointment. Maybe he's disappointed that you canceled your appointment, even though he has already canceled other plans to see you.
- Make a short, straightforward apology, for example, "Sorry, I can't come tomorrow."
- Don't use ambiguous words or say that you "may" not keep your promise. Tell the news honestly and straightforwardly.
Step 4. Provide a brief explanation of why you canceled the appointment
If the reason is logical, for example, because the vehicle broke down or you are sick, let it know what it is. If the reason is hard to accept, for example because you forgot to make an appointment or accidentally double-scheduled, give a general reason, for example, "Sorry, I have an urgent need."
- You don't need to give detailed reasons even if you're telling the truth. Explaining at length makes it seem like you want to cover something up.
- Don't say, "I have more important things to do" or other similar reasons.
- Don't lie because the relationship will be in trouble if it is revealed that you are not being honest.
Step 5. Make sure he knows that you value his time
Make it clear that you appreciate his willingness to make time for you and that you are truly sorry he had to cancel the appointment because you understand that he is busy and has made time to meet you.
This is especially crucial if you are making appointments with people you need help with, such as professors or clients
Part 2 of 2: Setting a Substitute Schedule
Step 1. Ask his willingness to change the schedule of the meeting when you give the news
Apart from reducing the hassle of having to contact him again to make an appointment, this step shows that you really want to see him. When calling or emailing, end by saying that you'd like to make another appointment if he doesn't mind.
Step 2. Check your schedule and make a note of the time available to meet him
You can suggest a meeting schedule, but try to fit your schedule into his schedule. Offer several alternate schedule options and then ask for feedback.
For example, tell him, "My schedule is not filled in Mondays from morning to evening, Thursdays from 1 to 5, and Fridays after 2, but if you can't, I'll adjust the schedule."
Step 3. Suggest that the meeting be held at a location close to his home or office
As compensation for canceling an appointment, it's a good idea to arrange a meeting in a location that is easy for him to reach, such as at his office or a certain place he passes by on his way home.
Alternatively, suggest meeting using Skype or Google Hangouts if he's very busy or out of town
Step 4. Determine a replacement schedule that you can meet
After canceling the first appointment, don't let the second appointment be canceled again. In addition to being more annoying and uncomfortable, it can damage your reputation. Before agreeing on a replacement schedule, check your schedule carefully and make sure you can meet your appointments according to the new schedule.
For example, you don't have any appointments during December, but usually, you have a lot of activities ahead of the new year. So, do not fill that time with a replacement schedule
Step 5. Record the agreed new meeting schedule
If there is a replacement schedule, write it down on the agenda. Also, write down the schedule on a piece of paper and then put it in an easily visible place as a reminder.
Step 6. Thank them for their understanding and patience when you meet them/him
Open up the conversation by thanking him (or them) for being willing to accept the cancellation of the appointment. You don't have to apologize again. Instead, show that you value his/her time by appreciating the opportunity to change the schedule.
Tips
- As much as possible, do not cancel scheduled meetings because it can damage reputation and relationships with other people.
- Before entering into a contract with someone who provides a paid service, such as a consultant, find out if you cancel your appointment with him or her.
