A Cancellation Letter is a letter expressing the intent to cancel any particular membership, purchase, service, offer, or event. Life offers many reasons to write a cancellation letter. You might need to cancel a gym membership, a box subscription, or a scheduled event. You may have made a large purchase and found the same item for a better price, and wish to cancel the original order. You might need to cancel your utility services because you are moving.
Buyers, organizers, and managers in corporations and non-profits are also required to write cancellation letters. A buyer might need to cancel a purchase order because the first materials delivered were non-satisfactory. A nonprofit organizer may find a particular venue that does not meet their requirements and need to cancel a request for the venue. A vendor might find they are unable to attend an event and need to cancel the event contract.
Note: Regardless of the specific requirement, a basic format for a cancellation letter can offer a professional way to handle cancellation. Write your letter in a professional tone, and include details relevant to the cancellation. If you have complaints related to the cancellation, include the complaints without losing your professionalism. Be polite, but clear about your intent.
Always request verification of the cancellation. If your cancellation requires a cancellation fee, include it with your letter.
Writing a cancellation letter requires you to gather some specific information. Here is what you need:
- Contract Information if any
- Order date, if cancelling an order
- Order or Receipt number
- Membership number if any
- Cancellation fee information
- Date and time of event, if applicable
- Reason for cancellation
Important: If you need to cancel a party or other event, write as early as possible so guests will not travel to the event only to find it has been canceled.
Cancellation Letter Format
Here is a basic format for a cancellation letter. This format offers sample sentences for some of the most common reasons for cancelling. This format can be modified to suit any cancellation need.
{Your name}
{Your address}
Leave this line blank.
{Recipient name}
{Recipient address}
{Date}
Dear {Recipient Name}:
I am writing to cancel {order, event, etc.}. {Include details here}.
Please confirm this cancellation. If you have any questions, please contact me at {phone number or email address}.
I have enclosed the required cancellation fee. (If the cancellation fee is required)
I am disappointed in the quality of this product. (If canceling future shipments)
I sincerely apologize for any inconvenience this has caused you. (If canceling an event)
I am moving and no longer need this service. (If relocating)
I would like to cancel my order because of {reason}. (If canceling an order for any reason)
I respectfully request the cancellation of my upcoming transfer. (If requesting to cancel transfer)
Sincerely,
{Your signature}
{Your name}
Sample Cancellation Letter
Here is a sample letter based on the above format.
Samantha Miller
Miller Food, Inc.
2004 South Meridian Avenue
Billingingsly, OH 35697
Heather Johnson, Coordinator
Ohio State Fair
297 West 131 Street
Billingingsly, OH 35695
April 26, 2036
Dear Ms. Johnson:
I am writing to cancel Miller Food’s appearance at the 2036 Ohio State Fair in September. Please cancel our contract number 82-3556A dated March 2, 2036.
We are unable to make our customary appearance at the fair because we are recovering from a fire at our facility. Please consider Miller Food when scheduling the 2037 State Fair.
Please confirm this cancellation. If you have any questions, please contact me at millersam @ email . com.
I sincerely apologize for any inconvenience this has caused you. I wish you great success at the 2036 Ohio State Fair.
Sincerely,
Samantha Miller
Samantha Miller
Cancellation Letter Examples & Templates
When you are required to write a cancellation letter, it is helpful to have a basic format to use. Sample letters like the one above offer ideas on how to use these formats more effectively. Feel free to use the basic format to create a professional cancellation letter regardless of the specific circumstance.
Project Cancellation Letter
A Project Cancellation Letter is a professional document written with the intent of canceling a specific project. For example, if a business considered building an extension but later found they could not, they would need to write a cancellation letter to any contractors who were invited to bid on building the extension. This letter would inform these contractors of the need to end the bidding process.
Registration Cancellation Letter
A Registration Cancellation Letter is a professional document written with the intent to cancel registration for a particular service or event. Universities and technical schools must occasionally cancel registration for a particular class, for instance. In this case, both the registration office and students who had shown interest in the class would need to be notified in writing regarding the cancellation.
Cancellation Letter for Insurance
A Cancellation Letter for Insurance is a letter written to an insurance company with the intent to cancel one or more insurance policies. If you want to cancel a policy, be sure to note the policy number and the date on which the cancellation should take effect. You should request a refund of any premiums paid for the period from the cancellation date until the original coverage end date.
Transfer Cancellation Letter
A Transfer Cancellation Letter is a professional document written with a formal request for the cancellation of an upcoming transfer. Someone who is being transferred for a job would use this letter to request a transfer cancellation if the transfer would cause problems for them or their family. This letter should be written in a professional tone and be polite and respectful. It should point to the harmful consequences the transfer would bring about.
Letter to Cancel an Order
A Letter to Cancel an Order is a common cancellation letter written to cancel an order. These can be used by both individuals and those responsible for purchasing in a company or organization. There are many reasons to cancel an order, so the letter should discuss the reason for the cancellation. Include the order date and order number or receipt number in your letter. If you are writing to cancel an order because you have a complaint, be clear but polite.
- A cancellation letter should include all information relevant to the cancellation.
- If your cancellation includes the cancellation of a regular bank draft, be sure to include that information in your letter.
- Include a check or money order for any required cancellation fees.
- Cancel events as early as possible.
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