A cancellation letter is an official document that is used to show your intention to cancel a service, agreement, subscription, contract, or event. There are many types of cancellation letters that can be used to cancel just about anything. The benefit of using this official letter is that you don’t need to do the cancellation face-to-face, and it also makes it formal.
When Should You Use a Cancellation Letter?
The cancellation letter can be used whenever you want to let someone know of your intent and officialize it. For example, you can cancel attending an event for unforeseen events by using a cancellation letter.
The letter is sent to the people in charge of the party and it lets them that you will not make it and that you require to receive a refund. There are thousands of other reasons when you should use a cancellation letter.
Cancellation Letter Sample
We know that it’s difficult to find inspiration when writing a cancellation letter and therefore, we have created a couple of samples that you can use. The samples can be easily edited and modified to fit your specific needs.
#1 For Memberships
Your street address
Your city, state, zip
Person addressed to
Business street address
Business city, state, zip
Dear sir or madam:
Effective (date), we would like to cancel our contract for monthly maintenance on the XYZ Photocopy Machine. Please credit our account with any balance owed.
The details of our contract are as follows:
(Customer name/business name)
If you have any questions, I may be reached via email at (email address) or by telephone at (telephone number). I would appreciate confirmation of this letter and that our account is closed in writing within 30 days of receipt of this letter.
Thank you for your prompt attention to this matter.
(type out your name)
#2 For Appointments
Sender’s Phone Number
Receiver’s Phone Number
Dear sir or madam,
This letter is written to inform you that the interview appointment that was scheduled with [receiver’s name] on [the appointment’s date] at [the location] has been cancelled as [the reasons]. In order to schedule a new appointment, please contact me on my personal phone number.
Any inconvenience is highly regretted.