Cancellation letter or Email is for communicating cancelling a contract, subscription or an event. Cancellation letter is written for different reasons. The product or service may not have been up to the consumer’s expectations, the customer was unaware of the exact terms and conditions of a contract.
Through Letters of cancellation a cable, internet or mobile network service can be discontinued that you may be unhappy with. A cancellation letter can be written to discontinue, and stop receiving magazines, newspapers or online content. 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 a social or corporate events needs to be cancelled for unforeseen reasons a cancellation letter has to be written to the Event Company.
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 you want to cancel the order a cancellation letter is written to revoke or alter the order. The cancellation letter should be written in few words and all the details regarding the order should be mentioned.
Cancelling a business contract is very tricky. A business contract should be cancelled by writing a contract cancellation letter. Also consult a lawyer before contract cancellation to avoid breach of the contract.
The customer should thoroughly 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, a lawyer should be consulted.
• Note down the date, the organization’s name and contact information while writing a cancellation letter.
• While writing a cancellation letter a customer should be polite and neutral. A 30 day notice period is effective before a cancellation order is effective.
• When writing a cancellation letter a company should be informed that they no longer longer have any permission with any activity related to your account (e.g. withdrawal of payments, any other services.)
• A written confirmation mail should be received regarding the status of the cancellation order.
• Mention clearly the legal steps (judicial action) that would be taken if there is misuse after the notice period of cancellation order is over.
• The cancellation letter should be printed on good quality of paper. Also a handwritten signature, with sender address and contact number should be taken.
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 reason for cancellation must be clearly mentioned 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
Learn More : How To write Appointment Letter ?
How to Write Thank you Letter ?
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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,
This is to inform you that I am cancelling my internet service contract as I m shifting to other city and hence I don’t require internet services at my current location.
My customer Id is (customer id). As per the contract if I cancel my service withing 30 days notice period there is no penalty. The final payment is made by me and I am enclosing a copy of my contract.
Your services were very good and I look forward to renew your contract at my new location. Kindly confirm my contract cancellation.
Thank you.
Sincerely,
Signature
Name
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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,
I am writing this letter to inform you that I am cancelling the order of 50 single-lined notebooks. I request for a full refund for the above mentioned order.
I regret to inform you that the order delivered earlier was of cheap quality. Also there was a delay in order.
I want a written confirmation of the order cancellation as early as possible. Please refund my full amount within 5 working days. Thank you for your cooperation in this matter.
Sincerely,
Signature
Name
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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. ____________,,
Our company, ABC Enterprises, reserved the Four Seasons Hotel for our event on mentioned date (_________); from 12 a.m. to 10 p.m. We regret to inform you that we have to cancel the room reservation as an urgent meeting of board of directors has been scheduled on that day.
We are aware that as we are cancelling our reservation on short notice our deposit will not be refunded. We apologize for our plan changes and hope it is not inconvenient for you. We shall contact you in future if your services are required.
A written confirmation from your end is awaited regarding cancellation of room reservation. Thank you for your attention in this matter. Please contact me for further information or questions.
Sincerely,
Signature
Mr. Mark Louis
ABC Enterprises, Delhi.
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Date________
To,
Name
Address
Subject: Cancellation of Library membership
Dear,
My name is (name of the person) and I am a member of your library for last 6 years. My membership number is (member ship number). I am writing this letter to inform you that I am cancelling my membership of your library.
The reason being is that I am shifting to a different state with my family next month and hence I will not be able to avail the services of your library.
The library you have has an excellent infrastructure and the best thing is the way your books and everything is maintained. I had very nice experience at your library and I would recommend the membership of your library to my friends. I believe that you will maintain the service of your library in similar way in future.
Please let me know of formalities required for membership termination. I would love to be a member of your library again in future.
Regards,
Name with Signature
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Date________
To,
Name of the Person
Designation
Organization Name
Address ___________
__________________
Subject: Contract cancellation
Dear,
This is to notify that I am cancelling my contract with your agency. I have taken this decision because of late delivery since last few months.
It is clearly mentioned in the contract that the contract can be cancelled in case the quality of services is not adhered.
We have to settle our accounts before the end of month.
In future if your service quality improves we can have a contract again.
Thank you so much for your business association with us
Sincerely Yours,
Authorized Person´s Name
Designation
Organization Name
Address:______________
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Date________
To,
Name of the Person
Designation
Organization Name
Address ___________
____________________
Subject: Cancellation of contract
Dear,
This letter is written to you to inform the cancellation of business contract with your organization dated(--------) Please inform all your concerned staff regarding contract cancellation.
The reason for contract cancellation is our office relocation to Australia. I request you to take call the necessary actions as soon as possible.
Please consider this letter as our notice for contract cancellation between your organization and our organization. As per section 5A and 3C of our agreement, this cancellation is completely legal.
Feel free to contact me for any further clarifications.
Thanking you,
Sincerely,
Authorized Person´s Name
Designation
Organization Name
Address:______________
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