How to Write Letter

Event Cancellation Letter

Event management is one of the fastest growing and glamorous professions today. It gives an opportunity to know and spend time with rich and famous people. In today's fast-paced world, every thing is possible with proper event management. Event can be categorized in corporate events and private events. It could be anything from concerts, launching products, arranging meetings or conferences, promotions, press conferences, weddings, birthday parties, fashion shows, award ceremonies, trade shows, family events, etc.


Arranging an event is no child's play. It requires a lot of planning and good team work along with sufficient capital. There are many event management companies which take care of an event. All you have to do is to approach and inform them about any event you are planning. You can rest assured leaving all the tensions on the event management company, since they're the real expert and know the technical know-how about managing an event.

Sometimes it becomes obvious to cancel an event for one reason or another. In such situation, it is always better to write an event cancellation letter. Writing this letter is similar to writing an apology letter. It also reflects the fact that you value your relationship with the recipient or whom you've invited to attend the event. The other important reason to write a letter is, since an event is something which is pre-planned, people who are invited have to make their travel and accommodation arrangement well in advance to attend the event.

While writing an event cancellation letter, you have to mention the reason for canceling an event. The tone of the letter has to be apologetic and it should express your regret for the inconveniences caused due to the cancellation. Here is a sample of an event cancellation letter that is short and written with right attitude.

Event Cancellation Letter Sample

Writer's Name
City, State, Zip Code
Contact Number


Recipient's Name
City, State, Zip Code

Subject: Cancellation letter for the event on (insert date of the event)

Dear (name of the recipient),

I am sorry to write this letter for informing you about the cancellation of the musical show which was due to be held on (insert date) at (insert location address).

The reason for canceling the event is due to the bad weather condition and constant rain, which have led the event area to be non accessible for general public. The complete area has turned into a swimming pool, and it is very difficult to dry the ground till the event date. Moreover, it would pose a high risk to the people attending the program and their vehicles.

We couldn't come up with an alternate date, since we have already been notified by the weather department about the continuation of the rain for another week. Hence, on behalf of the committee, I would like to apologize for the cancellation. I knew all of you must have made travel and accommodation arrangements, but this is something which is beyond our control. Hope, you understand the situation and forgive us.

Yours sincerely,
(Writer's Name)

Canceling an event is always sad for both the organizer and the attendees. However, when such situations arise, a formal letter of intimation has to be sent for all those who were about to be a part of the event. This event cancellation letter sample is the perfect attempt in expressing apology and informing about the event cancellation.

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