In this post I’ll offer advice both on how to cancel an appointment and how to show that you respect your own time when people cancel on you. In this world of instant electronic gratification and RSVP’s with “Maybe” categories, etiquette sometimes slips by the wayside. This advice is designed to facilitate better use of your time and demonstrate that you care about the person you’re meeting with.

Caveat

First of all, don’t cancel an appointment unless you really have to. Do you think of yourself as someone who sticks to their word…as someone who people can count on? Then don’t cancel on people unless you’re sick or out of town. And if you’re out of town, let them know the minute you find out about the trip. If you must cancel because you’ve got some “big client meeting,” then it had better be a week in advance or more.

If you must cancel, here’s how to do it:

1. Apologize and make a comment about how you respect their time
2. If you have a DAMN GOOD REASON (a funeral, you’re deathly ill, etc) mention it. Otherwise, don’t mention any reason at all. Don’t ever say that you have to do something more important like a big client meeting–that’s adding insult to injury
3. If at all possible, suggest that you meet at their office or some place closer to them than the original appointment
4. Offer possible dates for rescheduling in the same email; don’t let time go by before expressing that you want to get together

Here’s a skeleton message that’s both apologetic and to the point. It also will serve to minimize the amount of back and forth by being very clear about available dates: Continue reading…