Cancellation Letter & it’s Format with Free Sample Template

Cancellation letter or Email is issued to cancel any written agreement / contract you are in with the other party. 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 condition that you earlier agreed upon. Letter of Cancellation is written for various different reasons but its primary objectives is to notify the other party that we are not willing to continue the relationship or agreement and documenting the cancellation for all legal purposes. it is good to mention the reasons for cancellation for better understanding and further communication. We have added few cancellation letter sample templates at the end for learning and better understanding about how to write a cancellation letter to cancel the order.

Cancellation Letter Format:

A letter of cancellation comes in a business letter category and must follow the standard. A well-written cancellation letter format typically includes:

Header / Sender's Information

Your information such as name, address, contact information and phone number should be mentioned

Date

Date of Writing the Letter

Recipient Information

Recipient information such as name, title, company name, address, city, state should be included

Salutation

The letter should be started with formal greeting and refer

Add Subject Line

There should be a clear subject in short to me mentioned e.g. “Cancellation of Contract / service agreement” or whatever you are cancelling

Opening Paragraph with Details of Agreement

Clearly mention Contract number, dates, agreement terms and the intention to cancel the contract and the reason for cancellation

Reason for Cancellation:

Mention the reasons for cancellation, details the clause/points and also brief about the expectation you had

Request for confirmation

Request a written Confirmation of receipt of cancellation letter and contract cancellation

Closing paragraph

Thanks for their assistance and understanding. In case of any other instruction it should be mentioned here

The tone / language of cancellation letter must be polite & firm but professionalism must be maintained throughout. Please refer to the sample template to learn more about format and its writing.

How to Write Cancellation Letter or Email?

Note down the date, the organization’s name and contact information and use right cancellation letter format while writing such an important letter.
While writing a letter of cancellation letter to a customer, it should be politely written and looks neutral. A notice period is effective before a cancellation order is effective.
When writing a cancellation letter to a company, it should be informed that they are no 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 letter of cancellation should be printed on good quality of paper. Also a handwritten signature, with sender address and contact number should be taken.

Cancellation Letter Types & Reasons

There are various different types conditions where a cancellation letter is written depending upon the situation, such as:

To Cancel Service Agreements: Cancellation letter is mandatory to cancel the order or to terminate any services such as internet subscriptions, phone contracts, or utility services Agreements etc.
To Cancel an Agreement /Contracts: Letter of cancellation is important in case of Canceling employment agreements/Appointment letter, leases agreement, partnerships deed, or contracts for any purchases.
To Cancel any kind of Subscriptions: The Letter is required to send for Cancelling magazine subscriptions, club memberships, or recurring donations.
To Cancel Any Booked Reservations: It is required to write letter to cancel the order of any kinds or to Cancel hotel bookings, flight reservations, event registrations, or for any such appointments etc.

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

Common Reasons for Writing Cancellation Letter:

Some of the common reasons are mentioned below which may have triggered to write a cancellation letter:

Financial Reasons: In case of Inability to continue paying for the service because of unforeseen financial situations.
Service Related Issues or Customer Dissatisfaction: Where you found Poor service related issues for quality of service, not meeting expectations, any unethical or unfair trade practices, or customer dissatisfaction with the product/service etc.
Personal / Individual Reasons: At the time of any such Changes in personal circumstances, immediate relocation, or sudden health related issues.
Compliance / Legal Obligations: Letter of cancellation is important, in case you found any breach of contract, violation of any contract clause or for any non-performance related issues.

Cancellation Letter & its Legal Reference

A cancellation letter is used for legal reference and therefore must be in a formal business letter format and the reason for cancellation must be clearly mentioned to avoid any misinterpretation. Especially in Contract Agreement, this letter is going to be used as reference to end of legal binding and may specify any legal consequences of cancellation like penalties, refund and any other obligation after cancellation. The letter plays a crucial role therefore one should maintain a polite and friendly tone throughout the letter

At last, a well-written and a good cancellation letter format plays a vital role in cancelling agreements/contract legally and also help in maintaining relationships.

Find Below Cancellation Letter Sample Template available for free download in Doc & PDF

Learn More : How To write Appointment Letter ?

How to Write Thank you Letter?

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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,

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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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,

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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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. ____________,,

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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Membership cancellation letter

Sample Template

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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Contract Cancellation letter
Sample Letter

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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Letter to Cancel the Service Contract
Sample Template

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:______________