How to Write a Cancellation Letter
Very often you may find the need to cancel a subscription, membership, accounts, reservation, etc. Canceling something that is pre-planned or anything that is in existence is a difficult task. You may cancel it by making a phone call. However, there is always a risk of not getting the information passed correctly. The best way to do it is by writing a cancellation letter. Moreover, it serves you as a written record that makes it easy to keep a track or any orders or requests.
Writing a cancellation letter is simple and doesn't require any sort of specialty. The only thing to remember while writing a letter is to keep it formal since it a business document. If you want to write a cancellation letter for any of the above mentioned reasons, you should follow the proper guidelines given here in order to convey the message correctly.
Guidelines on How to Write a Cancellation Letter
- Contact Information
Provide your contact information correctly so that the reader can contact or visit you without any problem.
You can write the date either in DD/MM/YY or MM/DD/YY format.
Start the letter by typing the contact details of the receiver on the top left-hand side of the letter. Write the name and designation of the relevant person who is responsible to answer your letter. Get his/her name by calling the company or with whom you're in to an agreement. Below his name, write the address with the Zip code.
This is important because the moment the reader holds the letter, his/her eyes see this part of the letter. Hence they get the overall idea of the letter.
You should restrict yourself to either 'Dear Sir', or 'Dear Madam'. If you're in good terms with the person, you can write 'Dear' followed with either first or second name instead of sir or madam, depending on your closeness with the reader.
- Body of the Letter
The body of the letter should fit maximum to three or four paragraph. The starting of the first paragraph should state what the cancellation letter is all about. The first paragraph may differ according to the agreement you have entered with the company, person, or any group. However, you can start the paragraph in a general tone as "I am sending this letter to you as a written notice to request the cancellation of…" Provide the details about what you're canceling. The next two paragraphs should contain the reason for cancellation with some narration about any irregularities noticed on their part.
Conclude the letter with a request for immediate action in solving the purpose of the letter. However, most of the companies have a cancellation period of 30 days.
- Sing off
Sign the letter and add your name beneath it.
After finishing the letter, proof-read it and correct any grammatical or spelling mistakes, otherwise the whole purpose of writing the letter may go wrong. Send the letter through post or courier, keeping a copy of the letter with you for any further references.
Mention the name of the document you're sending with this letter.
Remember to keep the tone of the letter polite and humble, even if you're dissatisfied from the reader's unprofessional and unfair practices. Doing so will delay their promptness for action and may even land you in some sort of court procedure.
These were the guidelines that will answer your question "how to write a cancellation letter. The only difference will be in the body part since the reasons for writing a letter are in numbers.