Postponed Meeting Letter

Postponed meeting letter are important official letters that are written when a meeting that was scheduled to happen is postponed due to some unavoidable circumstances. Meetings are conducted in office and other institutions for the discussion of important matters. Generally it is conducted for the sole purpose of achieving certain goals through face to face, verbal interactions. They are conducted because of several reasons and there are different types of meeting that people conduct. Meetings, such as emergency meetings, business meetings, weekly meetings, project meetings, etc. occur in offices and organizations.

But many times meetings are postponed due to one or many circumstances acting as a barrier for the meeting to be postponed. One must know how to write a proper postponed meeting letter so that the reader can understand the proper meaning of it. Below are certain tips written for writers to write an appropriate meeting postponement letter.

Tips for writing better meeting postponement letter

• The writer must address the letter to the appropriate person. It depends on who were supposed to show up in the meeting. The writer must know properly the names of people who were supposed to be present in the meeting and ergo address and send the letter of postponed meeting to the right individuals.

• The letter must be written in official tone. Nor informal words or text is accepted as most of the times a meeting postponement occurs in offices and work place. So maintaining a formal tone is a must.

• The writer must be clear about his thoughts. He should properly write the proper meeting and the timings of the meeting that have been postponed. The writer must write the new timing of the meeting and venue where it will be held.

• The writer must write the cause of postponement. Writing the cause helps the reader to understand the reason behind postponement and erase all confusion among officials and meeting members.

The letter must be written appropriately and the writer must divide the letter into several segments. First of all the addressing is to be done and then the writer must write a subject section describing the purpose of the letter. Then the writer must start writing the body of the letter with an introduction paragraph in the beginning describing clearly the reason why the letter is being written. The second paragraph will describe the cause behind postponement and details about the postponed meeting that will be held afterwards. The third paragraph is conclusive where writer must finish the letter by being thankful. Below is a sample meeting postponement letter that will help the writer in having a clear picture of the proper technique involved in writing one.

Sample Postponed Meeting Letter

Tim Hamilton
Team Manager (Franklin Tower Project)
Magnificent Constructions
24th Floor, Bristol Towers, Perkins Square
Manhattan, New York City (456 443)

Date: December 9th, 2011

To all the members of the Franklin Tower Project

Subject: Postponement of the Monthly Project meeting

Dear all,

I am writing this letter to inform all the team members of the Franklin Tower Project that meeting scheduled for 12th December, Monday morning at 10 am has now been postponed due to some urgent unavoidable circumstances.

The monthly meeting that was to take place on Monday, 12th December 2011 has been postponed because of an urgent visit that I will be making on the project site on that day during the morning hours. This sudden visit that I need to make is very urgent because of some issues occurring in the construction process. The postponed meeting has now been planned on Tuesday, 13th December in the meeting room.

My apologies to everyone for the inconvenience that may be caused because of the meeting postponement. Anybody with any issues can feel free to talk with me today at any time during the working hours.

Yours sincerely,

Tim Hamilton
Team Manager

We hope that the above sample and tips provided on how to write a postponed meeting letter will help officials to write an appropriate letter that is understood by all. Also, you can view sample cancellation of meeting letter and sample follow up letter after meeting for more sample letters.