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Cancellation Letter

Cancellation Letter, How to write types of cancellation letter to cancel order, Business Service contract, Membership Subscription etc.

What is Cancellation letter? 

Cancellation letter is a written document issued by one party to express their intention of terminating or cancelling a contract, subscription, event or agreement they may have made with another party. Letters of cancellation are written for different reasons. The product or service may not have been up to the consumer’s expectations, the consumer was unclear of the exact terms and conditions of a contract or the product or service is no longer useful.

Uses of cancellation letters

Letters of cancellation can be used to discontinue a cable, internet or mobile network service that you may be unhappy with. You can also write a cancellation letter to discontinue, and stop receiving magazines, newspapers or online content you may have subscribed to in the past. If for whatever reason you may want to cancel your membership at a club or an association, you will have to write a membership cancellation letter. When it comes to social or corporate events, which for unforeseen reasons may need to be cancelled, you will have to write a cancellation letter to the Event Company or venue booked.

If you have placed an order with a company for certain goods or services but because of a change in your requirements you are no longer able to complete that order and if you want to cancel the order, you may need to issue a cancellation letter to revoke or alter that order. When writing an order cancellation letter the reason must be given in as few words as possible, with as many details about the particulars of the order as possible.

 

when to write Cancellation letter ?

With regards to a business contract, a cancellation is especially tricky. A well-written contract cancellation letter is the best way to cancel a business contract, agreement or service and extends professional courtesy to the other party. To avoid any breach of the contract, be sure to consult a corporate lawyer before cancelling a contract.

The consumer must carefully go through the contract before writing a cancellation letter so that he/she is aware of any provisions or specifications for cancellation. If there are no specifications, then the letter must be brief and should not have an elaborate explanation. To avoid any penalties for early termination and to avoid legal liabilities, it is advisable to consult a legal expert before writing an end of contract letter.

 

Tips to Write Cancellation Letter 

• Be sure to include the date, the organization’s  name and contact information, 
• Be polite and neutral while writing cancellation letter.  Keep in mind that generally 30-day notice period before a cancellation order or action will be effective.
• While drafting cancellation letter, inform the company that they no longer have any permission with any activity related to your account (e.g. withdrawal of payments, any other services.)
• Mention that you would like to have receive written confirmation that the cancellation order was put into action.
• Make it clear the steps you will take(judicial action) if misuse or any service of organization after notice period of cancellation order.
• Print your cancellation letter on  good quality of  paper, but also having a handwritten signature, with sender address and contact number.

Legal refrences of cancellation letter

A contract cancellation letter may be used as a legal reference and therefore must be in a formal business letter format. In the first paragraph the aim and reason for cancellation must be stated clearly to avoid any misinterpretation. Even if you are unhappy with the service received it is best to maintain a polite and friendly tone throughout the letter

Find below various kind of cancellation letter Sample template provided in Doc & PDF format which are easy to download ready for quick uses.

Learn More  : How To write  Appointment Letter ?

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   Letter to cancel the service contract

Sample Template

 

Date___________
 


To,
 
Name of the Person
Designation
Organization Name
Address ___________
____________________
 
 

 Subject: Cancellation of contract

 

Dear,

 

I am writing this letter to inform you regarding the cancellation of business group contract with your company effective from (dated) _____________.I am requesting you to inform all your concern staff regarding this contract cancellation .

The main reason for cancellation of contract is the relocation of our entire office and staff to Australia effective from (date) _________ I request you to please take call the necessary actions as soon as possible.

I request you to please consider this letter as our notice for cancelling the contract between your organization and ___________ (our organization name) on good terms. As per section 5A and 3C of our agreement, this cancellation is completely legal.

 

Feel free to contact me for any clarifications needed.

 

Thanking you,
 
Sincerely,

 

 

Authorized Person´s Name
Designation
Organization Name
Address:

 


                          

Contract cancelation letter

Sample Letter

 


 
                                                                                                              Date________

 

To,
 
Name of the Person
Designation
Organization Name
Address ___________
__________________
 
 

Subject: Contract cancellation
 
 

Dear,
 
 

I am writing this letter to notify you that I am cancelling my contract with your agency effective (date) ___________. I have come up with this decision because have been facing so much trouble because of your late deliveries from past few months.

 

 

It is mentioned in our  contract that it can be cancelled in case of expected quality of service is not met that is the reason I am cancelling the contract.  
 

 

As agreed we will be settling all of our accounts before the end of this month. I hope that you understand this decision since we have entered into a contract, wherein we are expected to deliver the best service that is due to each other the best way we can and failure to do so will merit its cancellation.

 

 

I hope you will improve your service and we will be happy to engage in contract with you when that time comes. Thank you so much for the wonderful business relationship our companies have.
 

Sincerely Yours,

 

 


Authorized Person´s Name
Designation
Organization Name
Address:

 


                                                         

Membership cancellation letter

Sample letter template


Date__________


To,
Name
Address
 

Subject: Cancellation of Library membership
 

Dear,


My name is ABC and I have been a member of your library since last 6 year. My membership number is ____________. I would like to inform you that I am cancelling my membership at your library.
 

The reason behind cancelling the membership is that I am shifting to a different state with my whole family next month due to which I will not be able to avail the services of your library.

 

The library you have has an excellence infrastructure and the best thing is the way your books and everything is maintained. I had fabulous experience in your library and I will recommend the membership to my friends. I believe you will maintain the service of your library the same way in future.
 

Please let me know if any formalities are needed for the cancellation of the membership. I would love to be a member of your library again in future.
 

 

Regards,
 

 

 

Name with Signature

 


 

Letter of cancellation for hotel reservation

Sample Template

 

Date___________

 

From,

Mr. Mark Louis

Address

Contact details

Date of letter.

 

To,

 

Mr. Sam Smith

Event Manager

Venue Company name

Company Address

 

Subject: Cancellation of our Room Reservation

 

Dear Mr. Sam Smith,

 

Our company, ABC Enterprises, reserved the Four Seasons Hotel for our event on Sunday, May 4th 2017; from 12 a.m. to 10 p.m. I regret to inform you that we will have to cancel the reservation because an urgent meeting of the board of directors has been called on that day.

 

I am aware that because we are cancelling our reservation on such short notice there will not be any refund of our deposit. I apologize for this change in plans and hope it does not create any inconvenience for you. We will contact you if we would like to reserve your venue in the future.

 

I await a written confirmation from you of the cancellation of the reservation at the earliest. Thank you for your attention to this matter, and please contact me if you have any questions or need additional information.

 

Sincerely,

 

Signature

Mr. Mark Louis

ABC Enterprises, Delhi.

 


 

Letter to Cancel the order

Sample Letter

 

Date___________

 

From,

Name of consumer

Address of consumer

Contact details

 

To,

 

Name of Company

Address of Company

 

Subject: Cancellation of order number 1234

 

Dear Sir/Madam,

 

This letter is to formally inform you that I am cancelling my order of 50 single-lined notebooks and request a full refund for the same.

 

I regret to bring to your notice that upon delivery of the first batch of notebooks I have found the product to be of a sub-standard quality. The initial delay in delivering the first batch of notebooks too has compelled me to reconsider my order.

 

I expect a written confirmation of the order cancellation at the earliest and to see a full refund within 5 working days. Thank you for your attention to this matter.

 

Sincerely,

 

Signature

Name

 

 


 

Cancellation of the contract for internet service

Sample Template

 

Date: ……………..

 

From,

Your Name

Address, including City,

State/Province, Zip Code/Postal Code

 

 

To,

Contract Company Name

Company Address, including City,

State/Province, Zip Code/Postal Code

 

Subject: Cancellation of service contract

 

Dear Sir/Madam,

 

I am writing to inform you that I am officially cancelling my monthly internet service contract . I am relocating to another city and so will no longer need the internet service at the current registered address.

 

My customer Id is 00000000. The contract states that if I cancel my service with 30 days notice period, there is no penalty fee. Please note that I am within that timing. I have made the final payment and I am enclosing a copy of my original contract.

 

Your service has been excellent, and I look forward to renewing my contract at my new address. Kindly confirm that my contract is cancelled.

 

Thank you.

 

Sincerely,

 

Signature

Name

 


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