“Cancellation is the act of cancelling or terminating.”
Writing a Cancellation letter means terminating a Contract, Service, Booking, Agreement, or Membership, etc. A cancellation letter is an official, formal, and legally binding document that ensures clear communication to all involved parties about the decision to cancel or call off. A Letter of Cancellation is an official declaration that the individual or business is unable to continue and therefore, expresses their intent to cancel or terminate the contract.
A cancellation letter or cancellation Email is issued to cancel any written agreement/contract you have with the other party. A letter of cancellation is a formal way to communicate to the other party that you are cancelling the contract/agreement/subscription, or any other written commitment or terms and conditions that you earlier agreed upon. A Letter of Cancellation is written for various reasons, but its primary objective is to notify the other party that we are not willing to continue the relationship or agreement, and to document the cancellation for all legal purposes. It is good to mention the reasons for cancellation for better understanding and further communication. We have added a few cancellation letter sample templates at the end for learning and better understanding about how to write a cancellation letter to cancel the order.
A letter of cancellation comes in a business letter category and must follow the standard. A well-written cancellation letter format typically includes:
There are various different types conditions where a cancellation letter is written depending upon the situation, such as:
The letter of cancellation should not to lengthy, but all the details such as account numbers, contract dates, and reasons for cancellation should be mentioned to understand the cancellation
Some of the common reasons are mentioned below that may have led to write a cancellation letter:
Purpose: The main objective of a cancellation letter is to formally inform about ending the contract, agreement, subscription, membership, or service.
Legal Document: A Cancellation Letter is a legal document that can be used as evidence in case of any dispute.
Format: it is important to follow a formal cancellation letter format, i.e., a business letter structure, add sender and recipient details, with subject, and date.
Body Content: Mention contract details, reason for cancelling the contract, etc., and request to have confirmation upon.
Language or Tone: The letter language must be very professional but soft and polite.
Highlight Reasons: It is good to highlight the reasons, such as Poor services, financial reasons, legal non-compliance, etc.
Types of cancellation: There are many types of cancellation letters that can be written, like for service cancellations, agreements, membership, subscriptions, reservations, or cancelling a contract, etc.
Confirmation: Once you write such a letter, it is good to have a reply or a written confirmation of the cancellation from the other side.
Sample Templates: Here at HR Helpboard find many Sample templates which are available for free download in Doc & PDF format to guide proper formatting and wording, and will help to know how to write a letter of cancellation.
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Dated__________
From,
Your Name
Address, including City,
State/Province, Zip Code/Postal Code
To,
Contract Company Name
Company Address,
State/Province, Zip Code/Postal Code
Subject: Cancellation of Service Contract
This is to inform you that I am cancelling the service contract (mention contract) with company (name of the company). Below find the details of the contract:
Contract number (mention contract number)
Date of agreement (mention date of agreement)
Service (mention the name of service)
Your services were remarkable in future in case I need your services I shall renew your contract. Kindly confirm my cancellation request.
Thank you,
Sincerely
Signature
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
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
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.
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
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:______________
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:______________