![\"How](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/How-to-cancel-a-meeting-professionally-cover.png\")
<\/figure>\n<\/div>\n\n\n5 reasons you might need to back out of a business meeting<\/h2>\n\n\n\n
The reasons to cancel an appointment can be pretty diverse \u2014 though some of them are better than others.<\/p>\n\n\n\n
As you can imagine, \u201cthe dog ate my presentation\u201d<\/em> isn\u2019t an explanation that will fly in the corporate world.<\/p>\n\n\n\n So, what is a good excuse to cancel a meeting?<\/p>\n\n\n\n Well, most of the justifications we find ourselves offering to meeting organizers and attendees fall into one of the following categories.<\/p>\n\n\n\n Host engaging meetings in Pumble<\/a><\/p>\n\n\n\n Have you ever committed to being in a meeting only to realize that other work responsibilities will prevent you from joining it? It happens to the best of us.<\/p>\n\n\n\n Sometimes, you\u2019ll know it days in advance \u2014 in which case, you\u2019ll want to notify the meeting organizer or attendees as soon as you realize you won\u2019t make it.<\/p>\n\n\n\n However, even if a work emergency happens on the day of the meeting, you\u2019ll probably get away with not going \u2014 as long as you don\u2019t use that kind of excuse too often.<\/p>\n\n\n In an ideal world, all of us would have ample time and resources to prepare for each upcoming meeting. Sadly, that often isn\u2019t possible.<\/p>\n\n\n\n Still, if you\u2019re scheduled to participate in a meeting that requires serious preparation, canceling or postponing would be less unprofessional than showing up unprepared.<\/p>\n\n\n Having access to the meeting agenda<\/a> ahead of time would certainly help you prepare.<\/p>\n\n\n\n However, that\u2019s not the only reason an agenda is necessary.<\/p>\n\n\n\n After all, an agenda is primarily there to influence the flow of your meetings and make them more effective<\/a>.<\/p>\n\n\n\n So if the meeting organizer doesn\u2019t even have a solid agenda in mind ahead of the meeting, a whole bunch of people could show up only to waste their time listening to idle chit-chat<\/a> \u2014 a meeting for the sake of having a meeting.<\/p>\n\n\n Collaborate in real time on Pumble \u2014 the all-in-one communication platform by CAKE.com.<\/p>\n\n When it comes to in-person meetings that take place outside of the office, transportation will be one of the biggest obstacles to your attendance.<\/p>\n\n\n\n Whether it\u2019s rush hour traffic holding you captive on the other side of town or unscheduled airplane delays keeping you in another city \u2014 travel issues happen.<\/p>\n\n\n\n Unfortunately, having a travel-related reason for canceling a meeting usually means that you\u2019ll have to send your cancellation message pretty close to the start of the meeting.<\/p>\n\n\n\n Still, even though most people don\u2019t look too kindly on last-minute cancellations, at least the reason is valid \u2014 as long as it\u2019s not caused by your own irresponsible behavior.<\/p>\n\n\n Last but not least, there are many personal reasons to cancel an appointment. To name a few, you might:<\/p>\n\n\n\n These reasons usually necessitate a last-minute cancellation, but that isn\u2019t always the case. For example, scheduling vacations may affect your meetings, as shown in the example below.<\/p>\n\n\n Schedule, organize, & host meetings effortlessly in Pumble<\/a><\/p>\n\n\n\n If we were to give you a crash course in meeting cancellation, it would probably look a bit like this:<\/p>\n\n\n\n But since we\u2019re all about taking you through the process, let\u2019s talk about meeting cancellation etiquette in depth.<\/p>\n\n\n\n When canceling a meeting, being prompt is of the utmost importance.<\/p>\n\n\n\n The fact that you\u2019re essentially going back on your word is bad enough without adding tardiness into the equation.<\/p>\n\n\n\n Generally, it\u2019s best to notify the meeting participants that the appointment is canceled a full day before it\u2019s scheduled to take place<\/strong>.<\/p>\n\n\n\n Anecdotally, people tend to check their email at the start of their workday, so your meeting cancellation message could reach them too late if you delay the task of sending it.<\/p>\n\n\n\n Of course, when communicating with people who work for the same company, it\u2019s better to use the company\u2019s internal communication software<\/a>, anyway.<\/p>\n\n\n\n If you ever need to cancel an appointment over circumstances that crop up on the day it\u2019s supposed to happen, you might want to do it over the phone<\/strong>.<\/p>\n\n\n\n However, you should still follow up with a more formal apology letter for the cancellation of the meeting<\/strong> at your earliest convenience.<\/p>\n\n\n In the example above, we see that the apology was sent through the company\u2019s #general channel<\/a> and addressed to its online members.<\/p>\n\n\n\n However, this occasion would be a good time to utilize the user group<\/a> consisting of the would-be meeting participants.<\/p>\n\n\n\n Once you realize that you\u2019ll have to cancel your meeting, it\u2019s time to draft your message, starting with a sincere apology<\/strong>.<\/p>\n\n\n\n Here are some suggestions you can use:<\/p>\n\n\n\n \u201cI appreciate your taking the time to meet with me. However, I won\u2019t be able to attend the meeting due to a personal emergency.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI understand how important this meeting is but I\u2019m afraid I won\u2019t be able to make it.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI apologize for the short notice but I needed to let you know that I can\u2019t participate in the upcoming meeting on content strategy.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n If you\u2019re writing an email cancellation, now would be a good time to compose your subject line <\/strong>too.<\/p>\n\n\n\n For this, you can stick to whichever subject line you used to schedule the meeting in question and tack on the word \u201ccanceled\u201d<\/em> at the end.<\/p>\n\n\n\n Alternatively, you can make the subject line read \u201cChange of plans regarding the marketing meeting\u201d<\/em> if you don\u2019t want to completely nix the appointment.<\/p>\n\n\n\n \ud83d\udca1 Pumble Pro Tip<\/strong> <\/p>\n\n\n\n Most people dislike having to apologize in a professional setting. They seem to think that admitting to having done something wrong is something one should never do at work.<\/p>\n\n\n\n But, when done correctly, telling your coworkers or employees that you’re sorry can create a more positive work environment. So, if you need a crash course in the art of apologizing, this guide might help:<\/p>\n\n\n\n Strengthen your business communication & collaboration with Pumble by CAKE.com.<\/p>\n\n Once you\u2019ve notified the participants that the meeting will be canceled or at least postponed, it\u2019s time to justify your decision.<\/p>\n\n\n\n Depending on whose advice you take, you could end up writing anywhere from one sentence to two paragraphs of text to answer this requirement.<\/p>\n\n\n\n But, as with any kind of professional communication \u2014 it\u2019s best to keep it short and concise<\/strong>.<\/p>\n\n\n\n Otherwise, you might risk looking like you\u2019re lying or making excuses.<\/p>\n\n\n\n In any case, let\u2019s see some examples of how you might explain why you need to cancel the meeting.<\/p>\n\n\n\n \u201cSince the meeting intersects with a holiday, I suggest that we postpone it until after everyone is back at work.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cUnfortunately, I haven\u2019t had the chance to prepare as thoroughly as I\u2019d like to ahead of this meeting.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cDue to the unclear agenda of this meeting, I suggest that we cancel it until we have a better idea of the topics we\u2019d like to discuss.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI didn\u2019t realize my earlier appointment would be on the other side of the city. Looking at my schedule now, I don\u2019t think I\u2019ll be able to make it to the Wednesday meeting before the end of the work day.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI\u2019ve been taking care of my sick child for a few days now. I suspect that my presence would endanger everyone else at the meeting.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n Then again, there\u2019s no rule stating that you have to be quite so forthright with your explanation.<\/p>\n\n\n\n If that makes you uncomfortable, you could also offer a more vague excuse<\/strong> such as: <\/p>\n\n\n\n \u201cSomething has come up.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n Just know that, if you overuse these types of vague excuses, someone will eventually ask you to go into further detail.<\/p>\n\n\n\n As you might have noticed, some of our meeting cancellation message examples have included suggestions for postponing<\/strong> the appointment.<\/p>\n\n\n\n If that is your goal, you could express that sentiment with one of the following sentences:<\/p>\n\n\n\n \u201cWould it be possible to have this meeting tomorrow at around the same time?\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI\u2019m sorry, but I\u2019m afraid we\u2019ll have to reschedule this meeting. Could you please share your team\u2019s calendar with me so I can find a time that works for all of us?\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI\u2019d be grateful if we could reschedule this meeting. I\u2019m available Wednesdays and Thursdays between 2 and 4 p.m.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n As you can see, most of these examples include suggestions of an alternate time slot<\/strong> the meeting could take up instead.<\/p>\n\n\n\n However, you could also ask to see the participants\u2019 work calendars or offer your own to the meeting organizer instead.<\/p>\n\n\n\n \ud83d\udca1 Pumble Pro Tip<\/strong> <\/p>\n\n\n\n Having access to your coworkers\u2019 and collaborators\u2019 calendars can be incredibly helpful when it comes to rescheduling your meetings. But, there are many other tools that can make your day more efficient and productive, particularly if you\u2019re a remote worker. To learn more, check out this blog post:<\/p>\n\n\n\n If you\u2019re not an integral part of the meeting you want to skip, the other participants may just go through with it without you.<\/p>\n\n\n\n Yet, being invited to the meeting in the first place means that the information that will be exchanged there must hold some value for you<\/strong> too.<\/p>\n\n\n\n In that case, you could ask one of the other meeting participants to send you the meeting notes when all is said and done.<\/p>\n\n\n\n There are several different ways to go about this depending on your preferences, so let\u2019s go through some examples.<\/p>\n\n\n\n \u201cDo you mind sending me the <\/em>meeting minutes<\/a><\/em><\/strong> after you\u2019re done?\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cPlease <\/em>keep me informed of the decisions<\/em><\/strong> that were reached during the meeting.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cCould you <\/em>fill me in <\/em><\/strong>over the phone after the meeting?\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cPlease <\/em>email me the pertinent documents<\/em><\/strong> after the meeting.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cCould you please <\/em>record the meeting and send me the audio\/video file<\/em><\/strong> later?\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n You have various means of sharing information at your disposal, so we suggest you make the most of them.<\/p>\n\n\n Whether it\u2019s sending the presentation that was used during the meeting through direct messages<\/a> or exchanging information through voice<\/a> or video calls<\/a>, make sure your absence from the meeting doesn\u2019t leave you out of the loop<\/strong>.<\/p>\n\n\n\n Keep your team up to date with company developments on Pumble<\/a><\/p>\n\n\n\n When you write someone in hopes of backing out of a meeting, you\u2019re basically leaving them no choice but to agree<\/strong>.<\/p>\n\n\n\n After all, if you tell a client that you have to cancel a meeting because your takeoff has been delayed, they\u2019re hardly likely to urge you to come anyway.<\/p>\n\n\n\n So in a way, thanking the recipients of your meeting cancellation message could be unnecessary.<\/p>\n\n\n\n Worse, it could be seen as an attempt to force people to feel a certain way about the cancellation.<\/p>\n\n\n\n Still, if you decide that your message is missing something, a show of gratitude could be a good way to round it off<\/strong>.<\/p>\n\n\n\n In that case, you could say something like:<\/p>\n\n\n\n \u201cThanks in advance.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cI appreciate your understanding.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cThank you for your patience.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n As always, you can mix these phrases up and use whatever sounds good to you.<\/p>\n\n\n\n \ud83d\udca1 Pumble Pro Tip<\/strong> <\/p>\n\n\n\n Knowing how to say \u2018thank you\u2019 is an invaluable skill for people of all ages and occupations. But, if you\u2019ve never had to say it in a professional setting, you may not know how to strike the right tone. Luckily, we have just the right guide for you!<\/p>\n\n\n\n Having explained the basic etiquette of postponing professional appointments, let\u2019s see some example messages, starting with a meeting cancellation email sample.<\/p>\n\n\n\n \u201cDear team,<\/em><\/p>\n\n\n\n I apologize for sending that last-minute meeting cancellation email.<\/em><\/p>\n\n\n\n As I have told Ms. Wilson over the phone, I have found myself unable to attend due to personal health issues.<\/em><\/p>\n\n\n\n I\u2019m sorry to everyone who prepared diligently for this meeting.<\/em><\/p>\n\n\n\n I can only suggest that you send me the materials we would have discussed over email instead.<\/em><\/p>\n\n\n\n Thank you for your understanding.<\/em><\/p>\n\n\n\n Sincerely,<\/em><\/p>\n\n\n\n [name]\u201d<\/em><\/p>\n<\/div><\/div>\n\n\n\n \u201cHey all, I wanted to let you know that I\u2019m canceling this meeting due to the holidays. It should disappear from your calendars now. When we come back from vacation, we\u2019ll find a better time for it. Until then, have a nice day.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cHello, team! It\u2019s come to my attention that most people haven\u2019t received the documents that are relevant for the Wednesday meeting. With that in mind, I\u2019ve decided to cancel it and push it to next week so everyone will have a chance to prepare. I apologize for the oversight \u2014 I will upload all the files and share them with you all momentarily.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n \u201cHey, Jane, could we cancel the team check-in meeting we have scheduled on Thursday? The deadline for this project is on Friday, so I think it would be better to have all hands on deck for that. Let me know what you decide.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n Ultimately, even though you\u2019ll always have the option to cancel a meeting, it\u2019s not something you should be doing regularly.<\/p>\n\n\n\n After all, saying you\u2019ll do something and then backing out<\/strong> is not the best way to build trust<\/a> in your professional relationships.<\/p>\n\n\n\n Take it from Stephen M.R. Covey, the author of The Speed of Trust: The One Thing that Changes Everything.<\/em><\/a> He states:<\/p>\n\n\n\n \u201cWe judge ourselves by our intentions and others by their behavior. This is why […] one of the fastest ways to restore trust is to make and keep commitments.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n Covey\u2019s book also explains why people are willing to accept the excuses you may offer in your meeting cancellation message as long as you don\u2019t back out of plans too often. After all:<\/p>\n\n\n\n \u201cIn a high-trust relationship, you can say the wrong thing, and people will still get your meaning. In a low-trust relationship, you can be very measured, even precise, and they\u2019ll still misinterpret you.\u201d<\/em><\/p>\n<\/blockquote>\n\n\n\n Therefore, if you fail to establish trusting relationships with your coworkers and clients, even the most valid reason for canceling your meeting will sound contrived<\/strong>.<\/p>\n\n\n\n So, what can you do to reduce your rate of meeting cancellation?<\/p>\n\n\n\n The first thing you can do to avoid having to cancel your meetings is to simply have a functional work calendar.<\/p>\n\n\n\n That way, you\u2019ll be able to see when you\u2019re in danger of double-booking yourself or not setting aside enough time to work on other tasks.<\/p>\n\n\n\n The best way to make the most of your calendar\u2019s features is to liberally apply time-blocking techniques<\/a>.<\/p>\n\n\n\n That means clearly labeling the hours you\u2019ll spend in meetings, but also<\/strong> the time you\u2019ll spend:<\/p>\n\n\n\nReason #1: Conflicting schedules and work emergencies<\/h3>\n\n\n\n
![\"Joan](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Joan-let-Milo-know-that-hes-double-booked-min-min.png\")
<\/figcaption><\/figure>\n<\/div>\n\n\nReason #2: Lack of preparation<\/h3>\n\n\n\n
![\"Milo](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Milo-inquired-about-the-documents-he-needs-to-prepare-for-a-meeting-min-min.png\")
<\/figcaption><\/figure>\n<\/div>\n\n\nReason #3: There\u2019s no agenda<\/h3>\n\n\n\n
![\"Joan](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Joan-asked-Nina-about-the-upcoming-meetings-agenda-min-min.png\")
![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nReason #4: Travel issues<\/h3>\n\n\n\n
![\"Milo](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Milo-notified-Nina-that-hes-stuck-in-another-city-min-min.png\")
Reason #5: Personal stuff<\/h3>\n\n\n\n
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![\"Nina](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Nina-asked-Joan-about-rescheduling-a-meeting-min-min.png\")
How to cancel a meeting professionally<\/h2>\n\n\n\n
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Step #1: Send a message as soon as you realize you can\u2019t make it<\/h3>\n\n\n\n
![\"Nina\u2019s](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Ninas-formal-apology-min-min.png\")
Step #2: Apologize and notify the attendees<\/h3>\n\n\n\n
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![\"Joan](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Joan-drafting-a-meeting-cancellation-message-min-min.png\")
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![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/templates@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nStep #3: Explain why you can\u2019t make it<\/h3>\n\n\n\n
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![\"Milo](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Milo-announced-the-cancellation-of-a-weekly-meeting-min-min.png\")
Step #4: Ask to reschedule<\/h3>\n\n\n\n
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Step #5: If the meeting proceeds without you, request the meeting notes<\/h3>\n\n\n\n
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![\"Nina](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Nina-thanked-her-coworker-for-filling-her-in-after-a-meeting-min-min.png\")
Step #6: Thank the meeting organizer and attendees<\/h3>\n\n\n\n
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How to politely cancel a meeting: examples you can use<\/h2>\n\n\n\n
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![\"Nina](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/12\/Nina-suggested-coworkers-who-can-replace-her-min-min.png\")
For future reference: 3 tips for canceling fewer meetings<\/h2>\n\n\n\n
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Tip #1: Make the most of your calendar<\/h3>\n\n\n\n
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