How to Write a Formal Business Letter to Reschedule


Rescheduling large business events can be a logistical nightmare; even with the most credible reasons to change the date, clients and business contacts will be irritated and inconvenienced. The way you present the information will also have a big impact on the impression the attendees will have; take care to sound apologetic yet upbeat, so the recipients will view the rescheduling as a temporary setback rather than as a misstep or the result of poor planning.

  • Insert a piece of company letterhead into your printer; this is an official notice about rescheduling an event that you are hosting. Time is of the essence and letterhead will capture the recipient's attention more effectively than plain paper.

  • Open the word processing program of your choice. Begin a new document by selecting "File" and "New."

  • Type the date and skip a line. Use the mail merge feature in your word processing program to insert the names and addresses of the attendees.

  • Begin by stating that you will have to reschedule the event, and refresh their memories about what the event is and when it should have been held originally.

  • Apologize sincerely and explain the reason for the delay. Do not apologize more than once or recipients might view this as an admission of guilt or mismanagement.

  • Give details about when the event will occur. If your company is offering compensation for their re-booking fees or another incentive, detail how the attendees can apply for the compensation. Play up the good news; if the rescheduling is a fortunate occurrence, such as rescheduling for a time with better weather, comment on that.

  • Thank the attendees for their cooperation, and give them the contact information for whom they can call if they have questions or difficulty rescheduling their visit.

  • Sign the letter "Sincerely," and skip three lines. Type your full name and title. Print the letters and sign each above your typed name.

  • Mail the letters with the quickest service that you can afford. If you can't afford to send a large number of letters by Priority Mail, call each attendee first and give them the basic information about rescheduling the event. Let them know that an official letter will follow.


  • Photo Credit Thomas Northcut/Photodisc/Getty Images
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