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Writing a cancellation letter can be a challenge, as you want to strike a clear tone that is still firm and friendly. Maybe you want to cancel a membership or a subscription, or maybe you have decided to cancel a business contract with another company. You may also be in the tricky position of having to cancel a major event, like a wedding or a big party. No matter the reason for your cancellation letter, with the right steps, you can strike the right tone for the receipt of your letter.
Things You Should Know
- Write using a formal business format and specify the subscription you’re canceling. Give a reason for the cancelation and request confirmation.
- Cancel a business contract by writing a letter stating your intentions, explaining why, and including a final payment for services. End on a friendly note.
- Use a less formal format to cancel a major event. Inform the receipt of the cancellation, apologize for the inconvenience, and thank them for their help.
Steps
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Use the formal business format. You should format your letter in the style of a formal business letter, as this will give your letter a level of professionalism. Compose the letter on a computer using a word processing program and use easy to read font in 12 pt type. The formal business letter format has a specific heading at the top of the letter, which is: [1] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
- First paragraph:
- Your Name
- Membership or Subscription number, if any
- Your Address, including City, State/Province, Zip Code/Postal Code
- Date you composed the letter in MM/DD/YYYY format
- Second paragraph:
- Membership or Subscription Company Name
- Company Address, including City, State/Province, Zip Code/Postal Code
- First paragraph:
-
Specify the membership or subscription you are cancelling. You should start the letter with “Dear [Membership or Subscription Company Name]”. You should then list the name or type of membership or subscription you are cancelling. Provide all the key information in the letter right away so the receipt is clear about the purpose for your letter. [2] X Research source
- For example, you may write:
- Dear Good Housekeeping Magazine,
- Please cancel my monthly magazine membership at the end of this pay period. My account number is 12345678.
Advertisement - For example, you may write:
-
Provide a brief reason for the cancellation. You should also clarify why you are cancelling the membership or subscription in one brief sentence. You do not need to provide an elaborate reason, only provide context for the cancellation.
- For example, you may write:
- Due to tighter finances, I decided to unsubscribe to your magazine.
- For example, you may write:
-
Request confirmation of the cancellation. You should also ask for the receipt to confirm your membership or subscription has been cancelled so you are sure the cancellation has gone through. If there is a fee for cancelling the membership or subscription, you should include payment for the fee in the letter. If you have any money owed to you, such as a membership you have cancelled before the membership period is up, you should request the money refunded by check. [3] X Research source
- For example, you may write:
- Please confirm the cancellation of my membership by return mail. I have enclosed the fee for cancellation of my membership.
- For example, you may write:
-
Sign and send the letter. You should end the letter with “Sincerely” or “Best”, and then print off the letter. Sign it by hand and send it via mail to the address of the membership or subscription company. Make sure you send it by certified mail, as this will ensure it has stamped proof of the date and time the letter was sent.
- The final cancellation letter will appear as:
- Dear Good Housekeeping Magazine,
- Please cancel my monthly magazine membership at the end of this pay period. My account number is 12345678. Due to tighter finances, I decided to unsubscribe to your magazine. Please confirm the cancellation of my membership by return mail. I have enclosed the fee for cancellation of my membership.
- Sincerely,
- Jane Doe
- The final cancellation letter will appear as:
-
Make a copy of the letter for your records. You should scan or photocopy the letter so you have a copy for your records. You should also scan or photocopy any receipts or documents and send the copies with the letter. Do not send original receipts or documents as you want to keep those for your records.
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Start with the formal business letter format. The formal business format will give your letter a level of professionalism. Write the letter on a computer using a word processing program and use easy to read font in 12 pt type. The formal business letter format has a specific heading at the top of the letter, which is: [4] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
- First paragraph:
- Your Name
- Contract number, if any
- Your Address, including City, State/Province, Zip Code/Postal Code
- Date you composed the letter
- Second paragraph:
- Contract Company Name
- Company Address, including City, State/Province, Zip Code/Postal Code
- First paragraph:
-
State your intention to cancel. Begin by addressing the receipt: “Dear [Contract Company Name or Contact]”. Then, state your intention to cancel right away so the receipt knows exactly what you are requesting in your letter. [5] X Research source
- For example:
- Dear Sisqo Party Supplies,
- I am writing to confirm that as of next Monday [MM/DD/YYYY], I will no longer need the services provided by Sisqo Party Supplies.
- For example:
-
Give a brief reason for the cancellation. Though you may be cancelling the contract, you still want to maintain a professional, friendly tone. This means noting that you are cancelling the contract for a specific reason and that you want to part on good terms. You may need the contractor’s services another time, so you want to maintain the business relationship for the future. [6] X Research source
- For example, you may write:
- I have been happy with our prior business transactions and I would like for us to part on good terms. I have decided to go with another party supply service due to their competitive rates and longer operating hours.
- For example, you may write:
-
Include any final payments for service. If there are any outstanding payments for the services provided by the contract company, you should include payment in the form of a check with the letter. You should also note the exact amount of the check. If there is a fee for cancelling the contract, you should include payment for the fee, as well. [7] X Research source
- For example, you may write:
- Please find enclosed a check for the final payment of our contract: $351.45.
- For example, you may write:
-
Request confirmation of the cancellation. You should also request that the receipt respond via mail to confirm the contract has been cancelled. Make sure you also note the expiry date of the contract and that the letter is a notice for non-renewal of the contract. [8] X Research source
- For example, you may write:
- My contract with Sisqo Party Supplies expires MM/DD/YYYY. Please use this letter as my notice not to renew the contract for the upcoming calendar year.
- For example, you may write:
-
End on a friendly note. You should always end contract cancellation letters on a friendly note, as you want to ensure you can contact the contract company at another date if you need their services again. Make sure you also sign the letter by hand. [9] X Research source
- The final contract cancellation letter may appear as:
- Dear Sisqo Party Supplies,
- I am writing to confirm that as of next Monday [MM/DD/YYYY], I will no longer need the services provided by Sisqo Party Supplies. I have been happy with our prior business transactions and would like for us to part on good terms. I have decided to go with another party supply service due to their competitive rates and longer operating hours.
- Please find enclosed a check for the final payment of our contract: $351.45. My contract with Sisqo Party Supplies expires MM/DD/YYYY. You may use this letter as my notice not to renew the contract for the upcoming calendar year. Feel free to contact me via mail or phone if you have any more questions or concerns about my cancellation.
- Best Wishes,
- Jane Doe
- The final contract cancellation letter may appear as:
-
Keep a copy of the letter for your records. You should make a copy of the letter before you send it for your records. You can then mail the letter by certified mail, as this will ensure the receipt has stamped proof of the date and time the letter was sent. [10] X Research source
- Make sure you send only copies of any receipts or documents with the letter. Keep any original receipts or documents for your records.
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Use the less formal letter format. If you have to cancel a wedding, a birthday party, or a holiday event, you can use a less formal letter format. You should still maintain a professional tone but it does not have to be as formal as a business cancellation letter. You can use "Mr." and "Mrs.", or the last name and "family". If you are on a first name basis with guests to a party you are hosting, you can be even less formal.
- You should still include the date you are composing the letter. You should also include a direct address, such as “Dear [Name of person/persons]”.
- For example, you may write:
- Dear Johnson Family, or Dear Aunt Bev and Uncle Sam, or Dear Hilary,
-
Inform the receipt of the cancellation. Begin the letter by cutting right to the chase and letting the receipt know of the cancellation. Be specific and clear. You may also include a brief reason for the cancellation. [11] X Research source
- For example, you may write:
- We regret to inform you that the marriage of Janet Doe to Jack Smith has been cancelled. After some consideration, we feel it best to wait before making such a serious commitment to each other.
- Or you may write:
- I'm sorry to inform you that the birthday party for Jessica, has been cancelled due to a sudden passing within our family.
- Or, you may write:
- Due to unforeseen circumstances, I have decided to cancel the upcoming holiday party.
- For example, you may write:
-
Apologize for any inconvenience. Strike a considerate, apologetic tone in your letter, as you may be putting several guests out due to your cancellation. Make sure you acknowledge the planning and scheduling done by your guests to attend your event and apologize for any inconvenience you may have caused.
- For example, you may write:
- We know you have sacrificed your time and money to attend our wedding and we apologize for any inconvenience this cancellation may have caused.
- Or, you may write:
- I am aware that you have set aside time for the party and spent money on a ticket to attend the event. You will receive a full refund for your ticket. I apologize for any inconvenience this may have caused.
- Or, you may write:
- I know that you have made time for this party in your schedule and I apologize for any inconvenience that may have been caused.
- For example, you may write:
-
End the letter with appreciation. Make sure you wrap up the letter by expressing gratitude and appreciation. The cancellation may seem mildly upsetting to the receipt and you should end your letter by expressing warmth and positivity. [12] X Research source
- The final letter may appear as:
- Dear Johnson Family,
- We regret to inform you that the marriage of Janet Doe to Jack Smith has been cancelled. After some consideration, we feel it best to wait before making such a serious commitment to each other. We know you have sacrificed your time and money to attend our wedding and we apologize for any inconvenience this cancellation may have caused.
- We appreciate your warm friendship and love.
- Sincerely,
- Janet Doe and Jack Smith.
- The final letter may appear as:
-
Send the letter as soon as possible. You should try to send out the cancellation letters as soon as possible, as you want to ensure the receipts can adjust their schedules accordingly. You may send the cancellation letters by express mail or use email for faster delivery.
- If you use email, you will keep the same letter structure. You should also use the BCC option on email so the receipt list is not visible to everyone on the email.
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Example Cancellation Letters
Community Q&A
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QuestionHow would I write a cancellation letter for a contract that involved a deceased family member?Community AnswerExplain to the recipient that the family member who was involved in the contract is now deceased, and as a result the contract has been voided. Express your sympathies for any trouble this may have caused and then give some contact information in the event of any questions or concerns.
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References
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ https://www.writeexpress.com/reques15.html
- ↑ https://www.writeexpress.com/reques15.html
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ https://www.writeexpress.com/How-to-write-a-cancellation-letter.html
- ↑ https://lettersamples.net/l/cancellation-letter-types-samples-how-to-write-it
- ↑ https://www.writeexpress.com/How-to-write-a-cancellation-letter.html
- ↑ https://ca.indeed.com/career-advice/career-development/contract-termination-letter-examples
- ↑ https://www.writeexpress.com/How-to-write-a-cancellation-letter.html
About This Article
Article Summary
X
If you want to write a cancellation letter for a membership or subscription, Start by giving your name, membership number if you have one, address, and the date you wrote the letter. In the second paragraph, specify the company’s name and address so they know the letter is for them. Next, tell them which service you are cancelling and a brief reason why, then ask them to let you know when they’ve cancelled the service. Finally, sign and send the letter. Scroll down to learn how to cancel a business contract or major event.
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