If you have ever had to cancel an event or an arrangement at the last minute, you will know how hard it can be. Most of the time, we reach for the dramatic excuse that we cannot stand up to scrutiny: illness, an incident, or anything that sounds dramatic. However, with the right approach, canceling plans – even with little time for the other person – can be done with tact and ensure there are no negative repercussions.
Speak to them in person, or at least over the phone
The best thing you can do is show the person respect by speaking to them personally. Whether you go to see them in person or you call them, this is the best way to cancel. It feels a bit more personable and feels more authentic than just brushing them off with an email, group chat message, or SMS. This can make it a bit easier to accept, too.
Avoid the lying game
Many people try and come up with something dramatic or ludicrous to try and give them an out. This is not worthwhile, though; lies are easily cross-referenced, or you can trip yourself up later on down the line without meaning it. Avoid telling lies and it can be much easier for you to get an authentic response that will not cause too much discord. Lies are easily discovered, so just give a truthful reason – even if it is not a ‘big’ reason it is the real reason and should be stuck to.
Do not expect everyone to be satisfied
If you have to cancel last minute, what is justifiable to some is nonsense to others. If you know that your reason is authentic and there is nothing you can do to stop it, then you just need to take the rough with the smooth. Some people will accept your reasoning, others will not. Sadly this is just the way that things go. Don’t expect everyone to understand or agree, regardless of how diplomatic you are.
Always try to reschedule
You should always try and offer a rescheduling date, and please give the individual in question full power over when that is. If you are canceling so late in the day, the least that you can do is let them choose when they will rearrange. Then, if they have to cancel, it does not feel as bad. Always try and reschedule as soon as you can, though, but let them have control over when that is.