Writing an effective appointment cancellation letter requires clarity and politeness. It's important to include essential details like the patient's ID, appointment date, and reason for cancellation. Avoid common mistakes such as unclear language and omitting necessary information.
Sample Letter to Doctor from Patient for Cancellation of Appointment
To,
__________ (Name of the Doctor),
__________ (Address of the Clinic/ Hospital)
Date: __/__/_____ (date)
Subject: Cancellation of appointment for ________
Respected Sir/Madam,
Please find this letter in reference to the patient bearing patient ID number ___________ (patient ID).
I _________ (your name) write this letter in order to cancel the appointment which was scheduled by me for ________ (mention purpose). Respected, this appointment was booked on __/__/____ (date) and scheduled for __/__/____ (date). I beg to inform you that I will not be able to be present for the scheduled appointment, the reason being __________ (mention reason – have to visit out of time/ busy schedule/ any other). I apologize for the disturbance caused.
Therefore, I request you to kindly cancel the scheduled appointment and _______ (mention details – reschedule/refund if applicable/other). I shall be highly obliged for your kind reference.
Date: ___________ (mention date of appointment)
Purpose: ____________ (Purpose)
Thanking you,
___________ (mention your name with signature),
___________ (contact number)
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FAQs
- Q: Can I cancel my appointment without providing a reason?
- A: It's courteous to provide a reason for cancellation as it helps the doctor's office understand the situation better and assists them in managing their schedule effectively.
- Q: What details should I include in the cancellation letter?
- A: Make sure to include your name, the patient's ID, appointment date, reason for cancellation, and any specific requests such as rescheduling or refund.
- Q: Is it necessary to apologize in the cancellation letter?
- A: Yes, it's polite to apologize for any inconvenience caused by the cancellation, even if the reason is beyond your control.
- Q: Can I request a refund for a cancelled appointment?
- A: Depending on the clinic's policy, you may be eligible for a refund if you cancel within a certain timeframe. Make sure to mention your request for a refund in the cancellation letter.
- Q: How soon should I notify the doctor's office about cancelling my appointment?
- A: It's best to notify the doctor's office as soon as you know you won't be able to make it to your appointment. This allows them to offer the slot to another patient who may be in need.
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