Wishes and Messages

Writing a cancellation letter

  1. Home
  2. Anniversary Wishes
  3. Writing a cancellation letter
Writing a cancellation letter
September 27, 2018 Anniversary Wishes 1 comment

Samples and how to write guides: A letter of cancellation is written to drop a given agreement between two or more business entities.

Gym Cancellation Letter

Gym Cancellation Letter

I am writing this letter to inform you that I'm not going to renew my gym membership, which is due to expire on [some date]. I believe I'm still outside the [1 month] notice period, so there should be no issues. My membership number is [xxxx].
Please tell me if there is a need to fill a form or some other formality. Please call me if you need further clarification. I am expecting a formal letter from your side confirming my gym cancellation request. Thank you very much everything and good luck.

Gym Cancellation Letter

I would like to cancel my gym membership by end of this month. My membership number is [xxxx]. Also I would like to request from you to refund the fees of the unused months.
Please indicate whether this letter is enough to cancel the membership or there is some other process. You may contact me if you require additional information. Please revert back in writing confirming the membership cancellation.

Gym Cancellation Letter

Please consider this letter as a formal request to cancel my gym membership number [xxxx]. I don't wish to renew because [mention the reason here].
Under the current terms, I need to cancel at least [1 month] before the expiration date, so I'm still on the safe side. I believe you want back my membership card, locker keys, and the wristband. Please inform me if I missed something. I appreciate a written confirmation from you validating my cancellation request. I will also need my security deposit.

Gym Cancellation Letter

I regret to inform you that I'm planning to discontinue my membership with your gym. I'm relocating by the end of month so I won't be needing it anymore. I was happy with your facilities and all. I'm sorry that I won't be coming anymore.
As I understand from the current terms, I'm entitled for a refund for the remaining period. Please correct me if I'm mistaken. I hope this letter is enough to cancel the membership. If yes, then please confirm that by writing, otherwise inform me on what to do. Thank you very much for everything.

Gym Cancellation Letter

Please consider this letter as formal cancellation notice to my gym membership. Due to a medical condition, my physical activities need to be narrowed. Consequently, I will not be able to use the gym anytime soon..
Please cancel my membership and confirm so by writing. My membership number is [xxxx]. Inform me if there is anything else needed to process my request.






You are searching for a cancellation letter template? Here is the formal cancellation letter. How to write.

7+ Cancellation Letter Templates

writing a cancellation letter

Cancellation Letter Template

Are you searching for ways to write a letter to cancel membership or terminate a contract with some company? The following article will give you some tips in this regard.
Last Updated: Jun 3, 2018
Cancellation letters are written to initiate the process of canceling subscriptions, membership, etc. Most companies need only a phone call on their 24/7 toll-free customer care number for cancellation requests. However, a few other companies require a detailed cancellation request in writing. Brush through the letter templates given below to master the art of drafting cancellation letters.

Some Hints

▶ Cancellation letters are a type of business letters using which, one can cancel a business contract. Therefore, these letters must always carry a formal tone.

▶ Ensure that you mention your name, mailing address, and membership/subscription number exactly as it appears on the company's records.

▶ One might be forced to write a cancellation letter after receiving unsatisfactory level of services. It is very natural to express displeasure through your letters under such circumstances. However, one must avoid the temptation of using rude language and angry tone at all costs. Be very polite throughout your letter, stating the reasons of your unhappiness subtly.

▶ Pay off all your dues with regards to your membership/contract and attach a proof of payment along with the cancellation letter. This will help to avoid unwanted delays and expedite the cancellation process.

▶ Do ask for a written confirmation of your cancellation request. You may specify a convenient way of receiving this confirmation, such as mail, email, etc. Include your email id in the letter if you wish to receive a confirmation through email.

▶ Sign the letter with your official signature at the end of the letter. This is because, most companies identify their customers by comparing signatures on the letters with those available on their records.

▶ Once you have completed writing your cancellation letter, you should make copies of the same. This will prove to be useful in case of any delays or problems in the cancellation.

Letter Template- 1

Date:

Name of Authorized Person/Cancellation Department
Name of Company/Service Provider
Mailing Address/PO Box no.
City, State, Zip Code

Re: Cancellation of Membership/Subscription No: #_(specify number)_

Dear Sir/Madam,
I am sending this written notice to request the cancellation of my Subscription/membership with effective date _(mm/dd/yy)_. I would appreciate if you send me a written confirmation of the same within 30 days. I am enclosing a bank draft worth US$ _(specify amount)_ towards full and final payment of my outstanding membership/subscription fees. Please ensure that no further payments are applied to my account henceforth.

Thank you for your prompt attention to this matter.

Sincerely,
-s/d
Sender's Name
Sender's Mailing address
Sender's Contact number

Letter Template- 2

Date:

Name of Authorized Person/Cancellation Department
Name of Company/Service Provider
Mailing Address/PO Box no.
City, State, Zip Code

Re: Membership Number: #_(specify number)_

Dear Sir/Madam,
This letter serves to request an immediate cancellation of my membership at your vacation club/gym/golf club, etc. All obligations have been fulfilled by myself with regard to this membership. I request you to waive off any cancellation charges applicable, considering my long association with your company. Please confirm the receipt of this request by return mail at your earliest convenience.

Sincerely,
-s/d
Sender's Name
Sender's Mailing address
Sender's Contact number

With these hints and templates, I hope I have succeeded in simplifying your task of writing cancellation letters. As long as the details mentioned in the letter are correct, there should be no problem with the cancellation process. Lastly, be open to receive any correspondence from the company from customer retention perspective. Who knows, the company may offer you a cheaper deal with extra services in the future.
farewell letter to the company
Sample letter for gift giving
what to write in congratulations card
Sample thank you note for presentation
change of business location letter
Affirmation letter for confirmation samples
how to write good business letters
Seek resignation letter

Cancellation Letter

writing a cancellation letter

Here's what you need to know...

  • Writing car insurance cancellation letters are quick and easy
  • As a policyholder, you maintain the right to cancel at any time
  • It is important to have another policy set in place to avoid a lapse in coverage

People cancel their car insurance policy for many reasons including selling their current vehicle or not being able to drive any longer. They may even find better rates with another company.

This is especially true if you have moved to a different neighborhood. You may discover lower insurance price quotes for different areas.

Whatever the reason may be, it is important to follow the insurer’s guidelines to properly terminate your policy.

Some policies can be canceled over the phone with a customer service representative while others may require a 30-day notice and/or cancellation letter.

Policies are considered as contracts between the insurer and consumer and written cancellation letters are often required.

When shopping for car insurance, it is important to become acquainted with their cancellation policies before making a purchase.

Although writing a cancellation letter is very easy, you should be sure to include a few pieces of important information to properly cancel business with the insurance company.

Before canceling, make sure you have proper coverage in place.

Check out our comparison tool today and see how much money you could save! Enter your zip code above to get started for FREE!

What Information to Include

Your insurance cancellation letter should be short and to the point.

It should include the following information:

  • Name/Address of Policyholder
  • Name/Address of Insurance Company
  • Policy Number
  • Requested Policy Cancellation Date
  • Refund Request for Remaining Premium Balance

Be sure to include the names of any direct company representative at the top of the letter.

In the main paragraph, begin the letter by directly requesting the policy cancellation.

State that all charges for the policy must be terminated.

Next, state the date that you wish the policy to cancel. Request a refund of any overpaid premiums. If preferred, you can request a check.

When closing your letter, simply end the letter with a salutation such as “Sincerely.” Be sure to sign your name underneath the salutation, even if the letter has been typed.

Below is a sample of an insurance cancellation letter:

April 7, 2015

John Doe
1234 Main St
Springfield, Ohio 12345

Lizard Auto Insurance
54321 Broad St. Suite #100
Springfield, Ohio 12345

Attn: Cancellations Department

RE: Car Insurance Policy Number: 9236647

Hello,
This letter as a formal request to cancel the referenced car insurance policy (9236647). Please stop all debits or charges for premium payments. The effective date of policy cancellation is 04/25/2015.

I am also requesting written correspondence of the cancellation and the refund of any premiums. The cash value of the policy should also be sent with any returned premium. This action needs to occur within a period of 30 days from the receipt of this letter.

Sincerely,

John Doe
1234 Main St
Springfield, Ohio 12345

Be sure to check for spelling errors and verify all information, including names, addresses, and the policy number. Use business letter format when typing the letter.

Tips to Remember When Writing A Cancellation Letter

Before you fold up the letter and send it off, keep a few things in mind:

  • Make sure you have the correct mailing address. The insurance company would not be held responsible for a document they did not receive. If possible, use a shipping method that provides a tracking number so you can know exactly when the letter arrives at their location
  • Include “cancellations” within the send-to address. Insurance companies are often large operations with many departments. You want to ensure that your letter goes exactly where it needs to
  • The main policyholder should be the only one to sign the letter. For example, if your relative is listed as a driver on the policy, he or she would not be authorized to sign the cancellation notice and the company may deny the request
  • Be professional, yet firm in your tone
  • Be sure to make two copies of the letter so you can keep one for your own records

Always Keep Car Insurance for Your Vehicles

If you plan to operate your vehicle, it’s important to ensure that it has coverage. Before you cancel, you should have a new policy set up and ready to go.

A lapse in your car insurance can cause you many problems.

Consequences of letting your car insurance lapse include:

  • Fines for driving uninsured
  • Responsibility to pay for all damages due to an auto accident that you caused
  • A record that shows the lapse and may result in higher premiums for future policies

Tying Up Loose Ends

Once you have successfully canceled your car insurance, you will want to take care of a few more things.

Contact your state’s DMV and notify them of the cancellation. This may be a requirement in some states. You may have to surrender the vehicle’s license plates and registration tags.

You may have to surrender the vehicle’s license plates and registration tags.

If your car is financed, you should notify the lienholder that you have changed car insurance companies.

Keep in mind that most finance companies require insurance coverage on financed vehicles.

If they discover that their vehicle is not insured, you will likely be asked to return it.

Conclusion

Canceling a car insurance policy is a relatively quick and easy process. As the consumer, you always have the right to cancel the policy at any time for any reason.

Establish the date you want it to end, request your refund for overpaid premiums and make sure you have another insurance company lined up to take its place if you plan to keep driving the car.

Once you have written the cancellation letter, you can either mail it or fax it.

Remember, though, if you’re still driving, you still need insurance. Compare quotes today using our free tool below.

 Secured with SHA-256 Encryption

Letters of cancellation are generally classified as business correspondence. As such, we want to be very specific as to what we say in them. Because we want to .

How to Write a Letter of Cancellation

writing a cancellation letter

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


 

Cancellation letter is a letter 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.

Uses of cancellation letters

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.

When to write Cancellation letter ?

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.

Tips to Write Cancellation Letter 

• 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.

Legal reference 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 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

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 ?

                       How to Write Thank you Letter ?

 

 


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:______________


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:______________


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


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 Sunday, May 4th 2017; 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.



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


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

WATCH THE VIDEO ON THEME: COMPLAINT/REPLACEMENT LETTER OF MACHINES

Breaking up is hard to do. That's true in life, and sometimes in business as well. Particularly if you aren't in the habit of canceling business contracts.

writing a cancellation letter
Written by Gazilkree
Write a comment