[Your letterhead, if desired; if not, your return address]

[Date of letter-month, day, and year]

[Recipient's first and last names]
[Company name]
[Street or P.O. box address]
[City, State ZIP code]

Dear [recipient's name]:

Our company, Sage Entertainment, reserved The City Club for our event on Saturday, June 25th from 5 to 10 p.m. Regrettably, we must cancel this reservation. We apologize for this change in plans and hope it does not create any inconvenience. We will contact you if we would like to reserve your venue in the future.

Thank you for your attention to this matter, and please contact me if you have any questions or need additional information. Thanks again.

Sincerely,

[Signature]

[Sender's first and last names]