1234 Main Court
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear John Harrison,
Unfortunately, we’ll need to cancel your class trip to the Museum of Art and History. One of our employees had her baby early and we’ll be so short-handed that day. We want to give you and your class the best tour possible so we ask that you postpone the trip.
If you would like to reschedule in May, we will have an amazing traveling Egyptian display. I am sure your third graders would be very interested in mummies and pyramids!
Please call me at your earliest convenience to let me know a suitable time for you.