What is a Sample Letter Of Postponement Of Event?
It is important to stay diplomatic in the case of unforeseen circumstances, and this is when an event rescheduled announcement may be of help. As an event organizer, one should pay respect to the time people devoted to planning to attend the said event and communicate the postponement in advance.
Depending on the context and the event itself, it can be written on behalf of a person who has to postpone a party, as well as on behalf of a company that has to move a meeting, team building, or seminar. It does not require legal action or state specification. Naturally, the content and wording for postponing an event will be based on the context. Yet, many kinds of such letters share the structure.
How to communicate an event postponement announcement
The core principle here is to show concern over the time the attendees were planning to dedicate to the meeting, explain the reason for the postponement, and suggest an alternative time or solution to the situation. An event rescheduled announcement email or cancellation of event letter sample commonly consists of the following components.
- An address to the relevant person or a group of people;
- Justification or reason for the event’s postponement or cancellation;
- Information and details on the new date, time, and venue of the postponed event;
- A sincere apology for the inconvenience of rescheduling their plans;
- A few words of assurance that the event will take place on the alternative date;
- If needed, several words of assurance that the situation will not happen again;
- Optionally, an official document that proves the reason for the postponement and the alternative date;
- If the potential visitors have paid for the event tickets, the letter must contain the answers to the possible financial concerns, namely refund or compensation options.
