To: [IDENTIFY PERSON/GROUP, ex. John Smith, Joel Johnson & Bill Williams]
From: [YOUR NAME]
Date: [DATE, ex. July 5, 1998]
Subject: [MEETING, ex. Meeting on July 13, 2:00 PM]
I’m afraid I will not be able to make it to our meeting on [DATE AND TIME, ex. Wednesday at 3:00 PM] as [STATE REASON(S), ex. I have previously arranged to meet with our customer, Mr. Henderson, at that time]. Since I would very much like to attend our meeting, please let me know whether rescheduling it is possible. I am available [STATE WHEN YOU ARE AVAILABLE, ex. on Thursday and Friday, anytime after 1:00 PM].
I’m sorry for any inconvenience this may have caused.