This is a formal letter written by an individual, organization or entities, informing employees or participants about the decision to cancel, postpone or delay a pre-planned event, function or meeting.
Since this letter is written to all the employees, workers, or participants who were supposed to be involved in the meeting, you must not name anyone and write in a generic tone. Try to cater each and every person who was supposed to be a part of the meeting. Make sure that you keep your tone extremely formal and you also remain to the point. Do not deviate from what you are supposed to inform the people.
Make sure you apologize for the cancellation of the meeting and mention the cause if it can be disclosed.
Sample of a Meeting Cancellation Letter
December 14, 2012
We regret to inform you that our annual meeting, scheduled for December 21, 2012, has been cancelled due to the security reasons. Due to the ongoing protests in the area, we have been informed by the local police authorities that we must delay our meeting until they clear all issues.
We apologize to all our staff members who had been anxiously waiting for this day, and especially to those who had travelled from other regional offices. However, the circumstances are out of our control and our priority, for now, is to ensure the safety of our employees. As soon as we get clearance, we will notify you about the new date.
Those who had travelled on their own expense will be reimbursed by the company after they submit the relevant receipts. For any query, please feel free to contact me during regular business hours.
Kindly send me an acknowledgment upon receipt of this cancellation letter.