Letter 1:
Subject: Meeting postponed due to bad weather
Dear Staff members,
I hope this letter will find you in the best of health and spirit. I am Gibbs, CEO of [XYZ limited]. I regretfully inform you that our meeting which was scheduled to be held on the 20th of October, 20XX, has been canceled due to bad weather forecast. I know that this is highly inconvenient for all of you because you are being informed on such a short notice but I was forced to take this decision earlier in the morning today when I watched the news that a series of heavy rains accompanied by thunderstorms is about to start throughout the country. Unfortunately, rain along with heavy thunderstorms has also been forecasted on our meeting day.
As most of the participants are coming from various distant states to attend the meeting, therefore I thought that due to harsh weather conditions, they might face difficulty while attending the meeting. That was the main reason due to which I decided to cancel and shift the meeting to some other date feasible for all of you.
I hope you all have understood the situation I just tried to explain. Moreover, I expect from all of you at the same time that everybody will send me an acknowledgment email, confirming that message has been delivered to all of you positively. A new date for the same meeting will be announced later and you all will be informed about the date well before time.
Yours sincerely,
[XYZ]
Letter 2:
Subject: Meeting postponed due to bad weather
Dear staff members,
I am Robert, CEO of your company. Through this letter, I am extremely sorry to inform you that our annual sales meeting which was scheduled to be held on 15th of the October, 20XX has now been canceled due to bad weather which has been forecasted on the day of our meeting. Moreover, the National Disaster Management Authority has also issued a circular in this regard in which all the states have been advised to remain alert during this heavy rain spell because flooding is obvious after this. I had never thought of canceling such an important event and it was very hard for me to take such a difficult decision.
I am well aware of the fact that you all were zealous taking this particular meeting and had prepared well for the event but we had to cancel it at the last minute. As most of the participants belong to distant places, they informed me that they were concerned about the bad weather which was being forecasted by the authorities. Since heavy rain and thunderstorm is also forecasted on our meeting day, the participants could be stuck here due to the harsh condition of the weather.
I hope you have understood the reason behind the cancellation of this particular meeting. Through this letter, I want to regret any inconvenience which has been caused due to this sudden decision. I have tried my best to inform all of you as soon as I came across the bad weather forecast by the newscaster. We are planning for the same meeting next month. The date for this meeting will be communicated to all of you once it gets final. I say thank you all for understanding the matter.
Yours sincerely,
[XYZ]
