Cancellation Letter Samples

A cancellation letter is written to cancel a contract, partnership, or even an engagement, if the concerned party does not provide the correct details or certain information that is required by the law. If you are a consumer and you feel that a certain service or product has not lived up to the sales’ claims, advertising campaign, or any other representation, you can write a cancellation letter demanding your money back. You can also demand your money back if you have recently discovered some errors or deficiency in your contract with a particular organization, within a specified time period.

In case you want to cancel your account, do not depend on a just a phone call, write a cancellation letter as proof of your decision. Begin the letter with the date, the name and address of the company, along with your account number. You need to state firmly yet politely that you want the financial institution or company to cancel your account, and also give them the customary notice of 30 days before you expect it to become effective. This cancellation letter can be used by you to inform the company that they are no longer authorized to withdraw any payments from your debit card, credit card, or bank account. Your letter should include a check in case you owe any balance on your account. Make sure to explain what steps will be taken by you, and what agency you will notify, if your account does not get cancelled within 30 days, or if you are charged any additional fees. If you type your cancellation letter on your computer then do not forget to put your signature on it. Send the letter by certified mail, requesting a return receipt, as proof, and because if this letter gets delayed in reaching the concerned company or financial institution, there are chances that you may have to face loss.

Cancellation letters can be written for breaking an engagement as well. You can send this letter to the people who have already received an announcement of your engagement or wedding. However, you need not elaborate on the reason behind the broken engagement. Divorce can also be announced through a cancellation letter. It is written to inform the people who should know that the circumstances have changed. This letter will convey information like where your family members, including children, will be living henceforth, and if you will be using different names. A cancellation letter for divorce need not explain everything in detail, since the parties that are involved have the right to maintain their privacy. If you send this letter along with some seasonal greetings then it might soften the impact.

When writing a letter canceling a subscription or membership, you need to be direct but polite. In case there are some negative reasons behind the cancellation of the membership or subscription, you should explain your position in an objective manner, without causing any insult to the reader. You need to also be respectful and direct when you write a letter canceling a rental contract. Your actions should be in harmony with the contract that you have signed with the concerned party. Make sure that you give every possible and necessary information that will be needed to terminate the rental agreement. You can write letters to cancel a reservation, but keep in mind that the other party has counted on participation from your side, so the cancellation will be an inconvenience, if not an expense. If this is the case, then try to offer a reasonable explanation as a courtesy. There are various other situations when you may need to write a cancellation letter, such as:

• Cancellation of a service contract: Write letters for this purpose in a courteous tone, explaining about the cancellation of the contract. Make sure to give all the particulars to the reader related to the conditions that are causing the cancellation, and also providing them with a brief explanation.
• Canceling an order: Make sure that you write a cancellation letter for this purpose before the product or your order has been shipped.
• Declining or canceling a scheduled appointment: If you want to cancel or decline a scheduled appointment, then you need to be very polite. Avoid comments that can be interpreted as critical or derogatory. Suggest some other course of action if possible.
• Canceling your credit account: Avoid lengthy explanations about why you want to cancel your credit account, because canceling your account will cost the provider business, so maintain a respectful tone.

Sample:

Dear XYZ,

I am writing this letter to request cancellation of my membership in your club, effective immediately. I expect that after receiving this cancellation letter you will refund the unused portion of my annual membership dues to me at the address given below. I am enclosing my membership card for your disposal.

Thank you,

Signature

Date

Print name/address below:

Member Name

Address

City, State, Zip Code

Source : http://www.myexpression.com