A letter of intent for event cancellation is written by the event organizer to its member. The management informs the reason for event cancellation and expresses its apology. The rescheduled venue and date of event is also mentioned there. They even state the new schedule of meeting if arranged. Here is one such example of a letter.

Sample of letter for event cancellation


Mr. R. Jones,

3412 Witmer Road,

New York

Zip – 12903

Dated: 1st February, 2015

Subject: Letter of intent for event cancellation

Dear Mr. Jones,

On behalf of the Welfare Society Committee I intent to inform you that the annual meeting scheduled on 7th of February, 2015 has been cancelled. The reason for cancellation is the sudden demise of the founder of this committee Mr. Larry Hayden. The news of his sudden and unfortunate death came in with a shock last night.

He died because of a sudden heart stroke as confirmed by his spouse Mrs. Hayden. We know that the arrangement was made on a big scale and most of the important agendas were supposed to be discussed there. The meeting will be rescheduled to 15th March, 2015 but prior to that we will arrange a mourning ceremony in our club too. We shall inform you about that date and expect the presence of all our members there to pray for the peace of his soul.

We do express apology once again for this cancellation which was not at all anticipated.

Thank You.

Yours’ Truly,

Peter Davidson,

The Chairman,

Welfare Society Committee