When you cancel a meeting in outlook, it is important that you let the attendees know so they can plan accordingly. A cancellation email is also a great way to demonstrate your sincerity, especially if you’ve had to cancel the meeting on short notice.
Ensure you send the cancellation email as soon as possible so your attendees have plenty of time to reschedule their schedules and get on with their lives. This will allow them to optimize their time and make the most of the information they’ve been able to gain through this meeting.
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Craft a Cancellation Email That’s Clear and Concise
A cancellation email should be written with care and consideration. It’s often the only communication you have with your attendees after a meeting has been canceled. You’ll want to be sure that it’s clear, concise, and ready to apologize for any inconveniences that have occurred.
Always include an Apology in Your Cancellation Email
Canceling a meeting is a big deal for many people, and it can be easy to forget that the people you’re collaborating with have been willing to invest their time into your meeting. It’s important that you take the time to apologize for your mistake and thank everyone involved in the process.
Require a Recap after the Meeting
When you cancel a meeting, it’s important to ask your teammates for a recap of the discussion. This will ensure that you don’t miss out on any crucial details or information, and can give you the chance to follow up with any questions that have come up. It’s also helpful to request a recording of the meeting, so you can watch over what was discussed and learn from it.
Consider Proposing a New Date and Time for the Meeting
When a meeting is cancelled, it’s often hard for people to find alternative times that work with their schedules. Creating a proposal in your cancellation email can help you ensure that everyone has enough time to review it and submit an alternative time for the meeting.
Do not Accept all Meeting Requests as Tentative
If you’ve been receiving a large number of meeting requests in your inbox, it may be worth considering preventing them from being added to your calendar automatically. You can do this by turning off the “Automatically accept meetings as tentative” option in Settings > Calendar and Sharing > Shared Calendars.
Avoid using Mobile Devices to Manage Your Outlook Calendar
When you use a mobile device to manage your calendar, you risk having a lot of appointments become corrupt or out of sync. To protect yourself from this, we recommend that you only use your laptop or desktop to manage your calendar.
Keep in mind that mobile devices are constantly changing, and the operating systems they run on can make it difficult to maintain consistency between different platforms. If you must use a mobile device for scheduling, make sure that it’s updated with the latest service packs and updates to avoid any problems.