Content

• To step
• Part 1 of 2: Politely cancel your appointment
• Part 2 of 2: Make another appointment
• Tips

Whether it is due to an unexpected delay, traffic problems or a misunderstanding in the planning, having to cancel an appointment is sometimes inevitable. Telling the news to the person you are going to miss can be daunting, but if you are honest, polite and let them know as soon as possible, the person will likely understand. Make a new appointment at the same time you cancel or as soon as possible, and offer to meet near the person to make it easier for them.

To step

Part 1 of 2: Politely cancel your appointment

1. Contact the person you have agreed with as soon as possible. The longer you wait with that, the more difficult it will be for him or her. By canceling well in advance, you indicate that you respect his or her time.
2. Call to cancel your appointment in person if you cancel at the last minute. If it is less than a day, you should call the person you have agreed with directly. E-mailing, texting, or having an employee call instead for you can come across as negligent when you bother him or her with a last-minute change.
3. Offer a sincere apology. Even if you cancel long in advance, let him or her know that you are sorry you had to cancel the appointment. He or she may have canceled other plans to meet you and you probably caused him or her inconvenience by canceling.
   • A short and simple apology is enough, such as, "Sorry I can't make it this time."
   • Don't use vague language or say you "maybe" can't keep the agreement. It's always better to be straightforward and honest.
4. Briefly explain why you will not succeed. If you have a good reason, such as traffic problems or an illness, let him or her know that is why you had to cancel. If you have a less acceptable reason, such as that you forgot the appointment or accidentally scheduled a double appointment, provide a general explanation, such as, "Something came up that I can't get away from."
   • There is no need to go into detail about the reason, even if you are honest. Continuing to embroider can make it seem like you are making something up.
   • Never say "something more important has come in between" or the like.
   • Don't make excuses. You run the risk of the other person finding out you weren't fair, which could make the situation worse.
5. Let the person know that you value their time. Make sure to emphasize that you appreciate him or her rescheduling the appointment and that you are sorry to have to cancel. Make it clear that you recognize that his or her time is not unlimited.
   • This is especially important if the other person were to meet you as a favor, such as a professional in your field with more experience.

Part 2 of 2: Make another appointment

1. Offer to re-meet if you cancel. Not only will this save you the hassle of rescheduling later, but it will also show that you are still interested in the appointment. When calling or emailing to cancel, you should end by saying you want to reschedule when it suits him best.
2. Give a few times when you are available to meet. You have to do your best to meet the other person's schedule, but it's helpful to give them a few options to choose from. Find out three or four times that you are available and ask if those times are convenient for him or her.
   • For example, you could say, "I am free on Friday after 2 PM and always on Monday or Tuesday between 1 PM and 5 PM. Are those times convenient for you, or do you prefer a different time? "
3. Offer to meet up close to them. To compensate for canceling the first meeting, it's a good idea to try to make the rescheduled appointment easier for him or her. Offer to meet the person at his or her office or somewhere close to where he or she will be at the time.
   • You can also suggest meeting via Skype or Google Hangouts if the person you're trying to reschedule with is very busy or far away.
4. Pick a time when you know you can make it. After canceling once, having to cancel again can be even more annoying or inconvenient, and you can damage your reputation with the person you're meeting with. Check your schedule carefully and make sure that the new agreed time is convenient for you and that there is no great chance of something unexpected during that time.
   • For example, if you have no appointments in December, but you know from experience that your calendar will be full around the holidays, it is better not to move your appointment to those days.
5. Record the agreed time. Once you've chosen a time to reschedule your appointment, put it in your calendar. You can also create a physical note and put it somewhere you will see it to remind yourself.
6. Thank the person for their patience when you meet. Start your appointment by thanking the person or people you met for moving the appointment. You don't have to apologize again, but showing that you appreciate him or her for adjusting your schedule shows that you appreciate his or her time.

Tips

• You should avoid canceling appointments as much as possible, as this can be bad for you and damage your relationships.
• If you've agreed with someone whose services you're paying for, such as a consultant, check to see if he or she has cancellation policies.