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.
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.
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.
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.
Below we have included some cancellation letter template and sample to better understand the concept and to help you write better.