Trip Cancellation Letter

A trip cancellation letter is basically to inform the person, with whom you made some commitments, about your revised decision. It happens when an individual or organisation feels that they have made a wrong decision which needs to be corrected.

It shows that the writer is not comfortable with the step she/he took and now wants to make amends. However, make sure that your decision is final before you write this cancellation letter. It should be written well in advance to give enough time to other party.

If you want to know how to write a trip cancellation letter, scroll down and learn with the help of our template and sample that we have provided.

Tips to Write Trip Cancellation Letter

  • Maintain a professional and formal tone
  • Be concise and try to sum up all details
  • Be mindful of grammatical and spelling mistakes


  • 1

    Sample of Trip Cancellation Letter:

    Mr. Christopher Thomas,
    Royal school of business,
    South Hall, London,

    November 28, 2012.

    Mr. Alistair Cook,
    Vice Chancellor,
    Queen Mary University,
    Birmingham – 569327

    Dear Mr. Cook,

    I would like to inform you that I am cancelling my trip to your university next month where I was scheduled to deliver a series of lectures on Business Development to your students. Unexpectedly, I have been directed by my institution to supervise an international conference that is going to be held on the exact date of my visit.

    I found myself answerable to you so I am writing this letter well in advance so that you can alter your plan or make necessary changes. I apologise for all the inconvenience and request you to allow me to make amends. We can resume this series of lectures when I am done with this international conference.

    Kindly accept my heartiest apologies for this unexpected decision. Hope you will understand and cooperate.

    Mr. Christopher Thomas

  • 2

    Template of Trip Cancellation Letter:

    [Your Name]
    [Your Designation]
    [Institution’s Name]
    [City and Postal code]


    [Receiver’s Name]
    [Institution’s Name]
    [City and Address]

    [Dear Mr. / Mrs. (last name of your recipient)]

    I am writing this letter to regretfully inform you that I am cancelling my trip to [give details of your trip] due to [mention the reason that forced you to alter the plan].

    I am informing you well in advance so that you can take necessary steps to modify your programme. I humbly apologise for all the inconvenience and suggest you to [put your recommendations].

    I hope you will understand and accept my apologies.

    [Your Name]

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