A contract cancellation letter is a letter in which the writer requests the cancellation of a contract. You will probably find yourself needing to cancel a contract at some point in your life. Writing a contract cancellation letter is the best way to cancel a contract because these letters provide documentation of your intent to cancel. Written cancellation safeguards you against a disagreement with the other party about your intent to cancel.
In this article, you will learn about canceling contracts and writing contract cancellation letters. We provide a format you can use for your cancellation letter and four sample letters.
What You Need to Know About Canceling Contracts
Most contracts require you to fulfill your obligation as outlined. This stipulation could mean that you cannot cancel the contract until it is time to renew it. There are reasons, however, that you can cancel before the contract period ends. Below we have listed some of these reasons.
- Through no fault of your own, you are unable to fulfill your obligations. For example, if your business is devastated by an earthquake, you can cancel your contracts.
- The other party has not yet fulfilled its obligations under the contract.
- You can prove the other party knowingly committed fraud in the contract or its fulfillment.
- There is a contractual error that caused both parties to misunderstand the contract.
- The other party has committed a breach of contract.
Writing Your Contract Cancellation Letter
When you get ready to cancel a contract, write a contract cancellation letter. This letter should be hand-delivered, courier-delivered, or mailed via certified mail. You need proof that the other party received the cancellation letter in the time frame required by the contract. Any of these delivery methods ensure you will have the proof you need.
Tip: Read your contract carefully for cancellation information. For example, you may need to cancel your contract 30 days before it is due to expire. Make sure you know the details before you write your letter.
What to Include in Your Letter
When you write your contract cancellation letter, you need to include the specifics about the contract.
- The date of the contract.
- A contract number or other identifier. Clearly identify the contract you are canceling.
- A statement that you will no longer need the services provided after the date you provide.
- The reason you are canceling your contract.
- A statement that you will fulfill your obligations until the date specified and accept any outstanding products or services.
Contract Cancellation Letter Format
{your name}
{your address}
{date}
{recipient name}
{company name}
{recipient address}
Subject: Contract cancellation
Dear {recipient name}
I am hereby giving notice that I am canceling my contract number {number} dated {date} for {products or services. Be specific and list each product or service outlined in the contract.} This cancellation is effective as of {date}.
{State the reason you are canceling the contact here.}
I plan to fulfill my obligations under the contract until {date effective.} {If there are outstanding products or services as outlined by the contract, state that you will accept them.}
If you have any questions, please contact me at (your phone number} or {your email address.}
Sincerely,
{your signature}
{your name}
Internet contract cancellation letter
Joshua Miller
3000 West Highland Street
Orchard Hills, CA 45998
May 15, 2038
Customer Care
Fastest Internet Provider
4028 North Highway 75
Madison, CA 45996
Subject: Contract cancellation
To whom it may concern:
I am writing to inform you that I am canceling my contract number 89446, dated June 30, 2037, for internet services.
I will not be renewing my contract at the end of the contract term. My internet service often does not work, and when it does work, it is slow. Your technical support team has been unable to correct these issues. I am therefore canceling the contract effective June 30, 2038.
I plan to fulfill my obligations under the contract until June 30, 2038.
If you have any questions, please contact me at (924) 668-3442 or millerjosha@email.com
Sincerely,
Joshua Miller
Joshua Miller
Service contract cancellation letter
Mallory Jones
200 South Elm Place
Henderson, NM 34336
January 5, 2040
Mr. Jacob Anderson
Best Heating and Air
3049 West Aster Avenue
Henderson, NM 24226
Subject: Contract cancellation
Dear Mr. Anderson,
This letter serves as notice that I am canceling my contract number 20086, dated May 16, 2039, for heating and air conditioning service, effective immediately.
The contract I signed states that your technicians will always protect my home from damage during service. However, when your technicians were in my home on January 4, 2040, they caused expensive flooring damage. Their carelessness is a clear breach of contract.
Please refund $129.00, the cost of the service contract, immediately. I have also enclosed a copy of a damage estimate for the amount of $589.39. I would like you to contact me about paying for the damages. You can reach me at (764) 998-3442 or jonesmallory@email.com.
Sincerely,
Mallory Jones
Mallory Jones
Business contract termination letter
Madison Avery
Best Car Rental
4098 South Jamestown
Elysium, NC 28659
November 1, 2030
Jacob Hardesty
Hardesty Printing
2000 East First
Elysium, NC 28659
Dear Mr. Hardesty,
This letter serves to inform you that effective December 31, 2030, we are canceling our contract number 204987, dated January 1, 2029, for Best Car Rental letterhead and matching envelopes.
We have decided to go with another supplier for our letterhead in the coming year. We look forward to continuing to work with Hardesty Printing. I will contact you as needed for bids on our other printing needs.
If you have any questions, feel free to contact me at (256) 339-4467.
Sincerely,
Madison Avery
Madison Avery
Vendor (supplier) termination letter
Matthew Jackson
Jackson Aircraft
400 West First
Allentown, PA 28996
May 15, 2032
James Peterson
Allied Manufacturing
3048 North Peoria
Allentown, PA 28994
Dear Mr. Peterson,
This letter serves as notification that as of July 1, 2032, we are canceling our contract number JA2589, dated June 15, 2031, for the manufacture of the following parts:
• Wing front, part number 35778
• Wing rear, part number 35779
• Tail right, part number 45668
• Tail left, part number 45669
We are discontinuing the manufacture of the wing and tail structures.
We will continue to fulfill our obligations under contract number JA2589 until June 30, 2032. After this date, we will no longer accept the parts listed above.
We look forward to continuing to work with Allied Manufacturing. If you have questions, you can reach me at (368) 997-5446.
Sincerely,
Matthew Jackson
Matthew Jackson
Contract Cancellation Letter (Word Template)
Contract cancellation letters are the best way to cancel a contract. The letter provides proof in case you disagree with the other party about your intent to cancel. They are concise documents that inform the other party you are canceling the contract. Include the contract number, date, and the products or services provided under the contract in your letter. Provide a brief explanation of your reason for canceling and close the letter with your contact information.
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