Cancel Appointment

Canceling an Appointment

Receptionist: Good afternoon. City Clinic. How can I help you?
Patient: Hello. I have an appointment tomorrow, but I need to cancel it.


Receptionist: Okay, may I have your name, please?
Patient: My name is Sara Naeem.


Receptionist: Thank you, Ms. Naeem. Your appointment was at 2:00 p.m. with Dr. Lee, correct?
Patient: Yes, that’s correct.


Receptionist: No problem. I will cancel it for you. Would you like to book a new appointment?
Patient: Yes, please. Do you have something next week?


Receptionist: We have an opening on Tuesday at 11:00 a.m.
Patient: That works for me.


Receptionist: Great. I’ve booked your new appointment.
Patient: Thank you very much.


Receptionist: You’re welcome. Have a good day.

When you need to decline or cancel an appointment, it’s important to be polite, clear, and timely. Here are some ways to phrase your message:

Canceling an Appointment
  • I’m sorry, but I need to cancel my appointment scheduled for [date] at [time]. Can we arrange a new date and time?
  • I regret to inform you that I have to cancel the appointment on [date]. I apologize for any inconvenience and would like to reschedule if possible.
Providing a Reason
  • Unfortunately, due to [reason], I need to cancel my appointment on [date]. Can we find another time that works?
  • I’m unable to keep my appointment on [date] because [reason]. I’m sorry for the inconvenience and would like to reschedule.
Offering Alternatives
  • I need to cancel the appointment on [date]. Would you be available for a rescheduled appointment on [alternative date]?
  • Unfortunately, I have to cancel our meeting on [date]. Could you let me know your availability for the following week?
Apologizing and Expressing Appreciation
  • I’m really sorry for the late notice, but I need to cancel our appointment on [date]. I appreciate your understanding and would like to reschedule.
  • I apologize for any inconvenience, but I need to cancel my appointment on [date]. Thank you for your understanding, and I hope we can reschedule soon.

Being courteous and prompt in your communication helps ensure that the other party can adjust their schedule and that you can find a new time if needed.