Letter Sample #168 – You have arranged a meeting with a business partner

GT Writing Task 1 (Letter Writing) Sample # 168

You should spend about 20 minutes on this task.

You have arranged a meeting with a business partner. Unfortunately, you have to change the arrangement.

Write a letter to your business partner. In your letter,

  • apologise for the changes
  • explain the reason why the changes were needed
  • explain the new arrangement

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear ……………………….,

Model Answer 1:

Dear Amelia,

I hope that you are doing well, and not too busy to read this letter. I know that this letter might disappoint you a little, and I am truly sorry for that, but, I just wanted to inform you in advance that we will have to cancel our forthcoming business meeting which is scheduled for the 10th of this month because I will have to attend an important family ceremony on that particular day.

In fact, on the 10th of April, my little nephew, my elder brother’s son that is, is going to celebrate his 5th birthday which completely had skipped my mind until today. Since my nephew has decided to invite a “huge contingent” of his friends and classmates, and it would be rather difficult for my elder brother, alone, to manage them all, he has asked me to help him organize the party on that day.

So, I sincerely hope that you will understand my situation and propose me another meeting date of your convenience so that we can meet on that day in order to finalize the terms and conditions of our next, big business deal without any further delay.

Best regards,

Oliver North

Model Answer 2:

Dear Harris,

I hope you are going excellent. I am writing to sincerely apologize for the necessary changes to our upcoming meeting arrangement and to provide you with an explanation for this inconvenience.

Regrettably, due to unforeseen circumstances, I must request a rescheduling of our meeting, which was initially set for 14th June at 5:30 PM. I understand the significance of this meeting and deeply apologize for any inconvenience or disruption caused by this change.

The reason behind this alteration is a sudden and unavoidable conflict that has arisen in my schedule. An urgent matter has emerged that requires my immediate attention and involvement, leaving me unable to attend the meeting as originally planned. I assure you that this decision was not made lightly and was deemed necessary to ensure the smooth operation of our business affairs.

In light of these circumstances, I propose rescheduling our meeting to 17th May at 6:30 pm. I understand that this may require adjustments to your own schedule, and I am more than willing to accommodate any preferences you may have regarding the new arrangement.

Once again, I apologize for any inconvenience caused by this change. Thank you for your understanding and flexibility in this matter.

With regards,


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