Sometimes it is unavoidable to have to cancel your schedules, because unexpected delays, unexpected travel or organizational problems can occur. Telling someone that you won't be able to attend a date can be unfortunate, but if you are honest, kind and inform them promptly, the other person will be quite understanding; reschedule the appointment as soon as you cancel it and propose to meet in a place close to the other's residence, so that the next meeting will be more convenient for the latter.
Steps
Part 1 of 2: Cancel an Appointment Politely
Step 1. Contact the person you were meeting with as soon as possible
The longer you wait to unsubscribe, the more you will indisporare the person with whom you would have met; instead, informing her well in advance will show respect for her and for her time.
Step 2. Call to cancel the appointment personally, if you inform with little margin
If you report your absence less than a day away, it is a good idea to call the person you were meeting with directly, as email, text messages or proxies to others can be considered inappropriate gestures when it comes to a change of appointment. last minute that puts the other in difficulty.
Step 3. Offer your sincere apologies
Even if you report your absence well in advance, tell the person concerned that you are sorry you had to cancel the appointment: they may have given up other commitments to meet with you and, by canceling, you could cause an inconvenience.
- A short and simple apology like: "I am very sorry not to be able to be there this time" is enough.
- Avoid using vague language or saying that you "may" not be able to go to the appointment - it's best to be honest and straightforward.
Step 4. Briefly explain why you are unable to attend your appointment
If you have a valid reason, such as transportation or health problems, let the person know that this is why you had to cancel; if you have a less valid reason, such as forgetting the appointment or overlapping another one by mistake, provide a general explanation such as: "I had an unexpected situation and I can't get rid of it".
- There is no need to go into detail about why you canceled an appointment, even when you are telling the truth, because going into too much detail can give the impression that you are making something up.
- Never say that "something more important has come up" or something like that.
- Do not make excuses: you run the risk that the other will find out and you will only make the situation worse.
Step 5. Tell him you respect his time
Emphasize how much you appreciate the fact that the other has made a commitment to you and regret having to cancel, making it clear that you are aware that their time is not infinite.
This is especially important if the other person has made an appointment with you to do you a favor, such as a more experienced professional in your field
Part 2 of 2: Reschedule for Another Occasion
Step 1. When you cancel an appointment, offer to reschedule it
Doing so will save you the hassle of having to do it later and will also show that you are still interested in the meeting; when you call or send an e-mail to unsubscribe, conclude by saying that you would like to postpone it to the most convenient date for the other person.
Step 2. List the days and times you are available
Try to do your best to meet the other person's needs, also indicating a series of options to choose from: set three or four days and times when you are available, then ask if they are also suitable for him or her.
For example, you could say: “I'm free on Friday starting at 2pm, all day on Monday or Tuesday between 1pm and 5pm - is one of these dates okay for you or would you prefer another?"
Step 3. Offer to meet at a place near his residence
To remedy the discomfort of having canceled the first meeting, it is advisable to try to reschedule it in a place that is easier for the other person to reach, such as at his office or in a place close to where he is at that moment.
You can also offer to discuss via Skype or Google Hangouts if the person you are trying to reschedule the appointment with is very busy or far away
Step 4. Choose a time that you will be able to respect
After you have done it once, unsubscribing again can be even more irritating or annoying and could compromise the person concerned's idea of you, so check your agenda carefully: make sure that the agreed time is right for you and that there are high chances of incurring unexpected events at that time.
For example, if you don't have anything scheduled for December, but you know that your schedule tends to get busy around the Christmas holidays, it's best to avoid postponing your appointment to that time
Step 5. Make a note of the time you choose for the meeting
When you set a date and time for the new appointment, mark it on the calendar or on a sheet of paper that you will place in a place where you are sure you will see it to remind you.
Step 6. When you meet, thank the other person for their patience
First, thank the person or people you are meeting with for being available to postpone the appointment; you don't need to apologize again, but by showing your appreciation that they have come to meet you, you will show that you care about their time.
Advice
- Avoid canceling appointments whenever possible, as it can give a negative impression of you and could damage your relationships with others.
- If you have an appointment with someone who pays for their services, such as a consultant, check if they have a cancellation policy.
