How to Write a Cancellation Letter: 20 Free Templates

Writing a cancellation letter may be difficult since you want to come off as clear-cut while yet being strong and kind. You could want to end a membership or subscription, or you might have chosen to end a commercial agreement with another firm. 

Regardless of the reason for your letter of cancellation, by following the correct steps, you may create the optimal atmosphere for its receipt.

What is a Cancellation letter

A cancellation letter is a document that informs guests that an event may not happen or that the host may reschedule it. It can include information about the reasons for the event’s cancellations, potential refunds, and when the event may occur instead. 

Sending a cancellation letter is a courtesy to guests, so it’s important to write and send it as soon as you know the event may not happen on the same day and time as planned.

To save time when notifying attendees of changes to the event, it might be a good idea to develop a cancellation letter template if you are an event planner or handle several events as part of your job.

What to Include in a Cancellation Letter

To ensure that the cancellation is handled efficiently and successfully, including all the relevant details is crucial when drafting a cancellation letter.

The following are some essential components of a cancellation letter:

Reason for Cancellation

Give a detailed explanation of the cancellation’s cause at the outset of the letter. Whether it’s because of subpar quality, a lack of funds, a change in circumstances, or any other reason, it’s critical to give a precise and succinct justification. Focus on giving a truthful and impartial explanation rather than becoming aggressive or passionate.

Additionally, it’s crucial to provide any pertinent information that bolsters your choice to revoke. For instance, if you’re terminating a service due to subpar service, give concrete instances of the problems you encountered.

Describe the contract or service in detail  

Include the agreement’s expiration date, the service provider’s name, and any other pertinent information, like the number of the account or business reference number.

Don’t forget to provide the day you want the cancellation to go into effect. There can be a notice period that you have to follow, depending on the conditions of the agreement or service. Make sure you give enough notice to prevent any fines or charges.

How to write a Cancellation Letter (Tips)

It’s crucial to write cancellation letters in a clear and businesslike manner. Here are some points for writing a strong letter of cancellation:

Use a direct and professional tone

Start the letter with a respectful and upbeat attitude. Focus on giving a realistic and impartial reason for the cancellation rather than becoming combative or angry.

Give all relevant information

Describe the cancellation’s justification in the opening paragraph and provide any pertinent information that will help you stand by your choice. For instance, if you’re terminating a service due to subpar service, give concrete instances of the problems you encountered.

Obtain cancellation confirmation

In order to be sure the cancellation has been successful, you also need to request a copy of the receipt. If there is a price associated with ending the service, it should be included in the letter. You should ask for a check refund if you are due any money, such as from a subscription you terminated before the membership time was over.

Sign the letter, then mail it.

After adding a “Sincerely” or “Best” at the conclusion, print the letter. It must be manually signed and mailed to the membership or subscription company’s address. Use certified mail to verify that it contains a stamped record of the date and time the letter was dispatched.

Key takeaways

The Purpose of the cancellation letter is to convey a clear and concise request to end the commercial connection between you and the firm, leaving no room for any misunderstanding. A Cancellation letter should be written in an official language with a gracious tone.

Template: 1

Interview Cancellation Letter

Hello Sir,

I am composing this letter in the interest of the management team of ABD Enterprises. This is concerning the interview letter that was sent to you on the first of January 2019 in regard to the meeting affirmation for money-related official candidates.

As was referenced in the letter that your meeting was to be hung on the tenth of January 2019 with “Interviewee name,” we are sorry to inform you that the scheduled interview is canceled. 

We lament the bother caused to you. We are rescheduling a helpful time for a meeting, and we will tell you the subtleties quickly. We comprehend and value your enthusiasm for our organization, and we guarantee you that the meeting will happen within about fourteen days from now. 

We apologize for the burden caused because of the meeting dropping. We will hit you up through a call or an email. 

Expressing gratitude toward you. 

Genuinely,

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 2

Club Participation Cancellation Letter

I might want to request the cancellation of my participation at the club. I am compelled to cancel the enrollment because of my exchange, and I may not be accessible for club exercises later on. 

The club has been a decent spot to be related to and a decent spot for mingling. The offices the club gives are additionally incredible and comparable to any other club in the city.

The sports and healthcare clubs are likewise worth referencing. The special seasons orchestrated by the club have additionally been an intriguing encounter. 

My relationship with the club has been productive, and I trust that it will keep advancing individuals’ lives later on. 

Yours Sincerely,

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 3

Agreement Cancellation Letter

On Date, I signed an agreement to buy a model XYZ  double door fridge from you; its model number is 106098ad at a price of “any amount.”Today, I want to cancel that agreement.

I now exercise my right to cancel the agreement due to non-disclosure(s) as described in the Consumer Protection Act, 2002. It was written the statement that the fridge was a double-door fridge, but it was a single-door fridge.

I look forward to your immediate reply. You can contact me at [email protected] hope that you will respond to my mail as soon as possible because I will be out of town in a week and I will not be able to read my emails, so I request you to give a reply before my trip.

Yours truly,

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 4

Agreement Cancellation Letter

I am at this moment giving you notice that I am canceling my agreement with you that is dated “Date” for the offer of the accompanying things: 

  1. Product 1
  1. Product 2

You disobeyed our agreement on the “date” by not selling the items at the costs endorsed by the organization. 

Because of this break of the agreement, as obviously expressed above, I am dropping my whole agreement with you taking effect right now for the conveyance of the above-expressed things on “Date” and on the off chance that you need to proceed with the agreement with our organization, for any future conveyances. 

If you don’t mind, call me at the earliest opportunity at the number discovered above to make courses of action.

Regards

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 5

Festival Cancellation Letter

This message is to educate you that the current year’s Festival has been dropped because of the extreme climate and a high probability of lightning in the region. The well-being of participants, pets, and the team consistently starts things out. 

We truly apologize for any burden this may cause and anticipate welcoming you and your hairy companions one year from now. 

We are giving full discounts, and you’ll get an email within the following 1-2 days to affirm your discount has been given. By then, it’ll take 5-7 financial days for your assets to be accessible for use. Just essential ticket

Regards,

XYZ Entertainment Events Group

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 6

Fest Cancellation Letter

It isn’t always that we cancel the functions on such short notice but this time we are just helpless and hence would be canceling the fest and all the related activities.

It is known to everyone that on the eve of our function, we have lost a very important member of our organizing committee and hence we would like to take a moment and pay tribute to him and will visit hos family shortly to pay them condolences.

We will be rescheduling the whole event, and all the registered contestants and participating institutes will be informed shortly. We hope you understand the criticality of the situation.

Regards

professional cancellation letters and emails

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 7

Internet Service Cancellation letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient

[Mention the contact details of the recipient]

Subject- Cancellation letter

Greetings,[Mention the name] 

This is to let you know that I’m canceling my internet service agreement because I’m moving to a new city and won’t need internet access there anymore. My client is [customer id]. According to the agreement, there is no penalty if I discontinue my service within the required [Mention the number] day notice period. I have made the last payment and am including a copy of my contract.

I’m sorry to inform you that the earlier order was of poor quality. Additionally, the order was delayed. The [Mention the company name] was reserved for our event on the specified date [Mention the date] from [Mention the time] to [Mention the name time]. by our company, [Mention the name].

We are sorry to notify you that we must revoke the lodging reservation because a board of directors urgent meeting is scheduled for that day.

We know that our deposit won’t be returned because we have to cancel our appointment quickly. We regret the adjustments to our plan and hope they won’t cause you any inconvenience.

If your services are needed in the future, we’ll contact you.I need a written acknowledgment of the cancellation of the order as soon as feasible. I need my money back in full within five working days. I appreciate your help in this case.

Your services were excellent, and I eagerly anticipate renewing our agreement at my next site. Please confirm the cancellation of my contract.

I’m grateful.

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

Professional Cancellation Email

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 8

Admission Cancellation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Admission Cancellation Letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

Accept this request to withdraw my current application (state the withdrawal from the course or training). I’m asking for this because (mention the reason). I respectfully ask that the application be rejected. My continued eligibility for the necessary amount of [name of the institute] at this esteemed educational level will be reflected in my immigration record.

My client ID is (mention the customer id). According to the agreement, there is no penalty if I cancel my service within the required [mention the total number of days] day notice period. I have made the last payment and am including a copy of my contract. I’m sorry to inform you that the earlier order was of poor quality. Additionally, the order was delayed.

I need a written acknowledgment of the cancellation of the order as soon as possible. I need my money back in full within [mention the number of working days] working days. I appreciate your help in this matter.

Your services were excellent, and I eagerly anticipate renewing our agreement at my new location. Kindly confirm my contract cancellation. Contact me by calling at [mention the contact number of the sender] or else you can also email me at [mention the email id of the sender]

[Mention the name]

[Mention the profession]

[Mention the contact details].

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 9

Hotel Reservation Cancellation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Hotel Reservation Cancellation Letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

This is [mention the name of the sender], want to notify you that the [mention the name of the company or hotel] was reserved for our event on the specified date [mention the date] from [mention the time] to [mention the time] by our company, [mention the name of the company or organization].

We are sorry to inform you that we must revoke the room reservation because a board of directors urgent meeting is scheduled for that day.

We know that because we have to cancel our reservation quickly, our deposit won’t be returned. We regret the changes to our plan and hope they won’t cause you any inconvenience. 

Regarding the cancellation of the room reservation, we’re awaiting written confirmation from your end. I appreciate your consideration in this matter. For more details or inquiries, kindly get in touch with me. Although, the contract makes it very clear that if the standard of services is not met, the agreement may be terminated.

Please inform me of the procedures needed to terminate my membership. In the future, I would adore joining your library once more.

If your services are needed in the future, we’ll get in touch with you. Please do not hesitate to contact me by calling on my personal contact number, which is [mention the contact number of the sender] or email at [mention the email id of the sender]; it is my personal email id.

[Mention the name]

[Mention the profession]

[Mention the contact details].

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 10

Service Cancellation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Service Cancellation Letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

I am [mention the name of the sender], and I work at [mention the company or organization of the sender] as a [mention the work post of the sender]. We want to let you know that, effective [mention the date], we will no longer need the services of [mention the name of company or organization]. We have given the minimum amount of notice required by our agreement with this notification.

Although your business has previously given us excellent service, we have decided to end our business relationship for [mention the reasons].

Our business will stop placing orders with your company going forward. Orders and deliveries made prior to the date of this letter cannot be canceled unless we specifically notify you. Before our contract is formally terminated, all unfulfilled orders should ideally be finished.

By [mention the date], we will pay off any lingering balances on our account. Therefore, we ask that you send us all pertinent invoices by [mention the date]. I must receive written confirmation of the order’s cancellation immediately.

I must receive my entire deposit back within [mention the number of working days]. I appreciate you helping me out with this.

Please confirm that you have received this letter, which ends our contract and closes our account. You can contact me at [mention the sender’s phone number] or [mention the sender’s e-mail address] if you have any questions.

We appreciate your continued cooperation, and we thank you.

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 11

product Cancellation Request Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

I agreed to purchase a model (mention the model number) from you for $(mention the amount of the product the sender purchased) on (mention the month or date or time). (You should provide all the pertinent information regarding the product.)

I want to break that pact today. I’m using my right to terminate the contract under the (mention the name of the act) Act of (mention the year) as a result of one or more non-disclosures. (The sender should clarify to the customer or supplier which statement is false and include what the source said and what transpired.)

I look forward to your prompt reply. I can be reached at my home phone number (mention the home phone number of the sender) or you can also email me at (mention the email id of the sender).

(The sender should also mention how you hope to have your concern resolved quickly.) Include your emergency contact information and additional contact details. (Also, the sender can add any other or emergency contact number if the sender has any).

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 12

Internet Service Cancellation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

This is to let you know that I’m canceling my internet service agreement because I’m moving to a new city and won’t need internet access there anymore.

My client ID is (mention the customer id). According to the agreement, there is no penalty if I discontinue my service within the required (mention the total number of days) day notice period. I have made the last payment, and I am including a copy of my contract.

We are aware that because we have to cancel our appointment quickly, our deposit won’t be returned. We regret the adjustments to our plan and hope they won’t cause you any inconvenience. If your services are needed in the future, we’ll get in touch with you.

Regarding the cancellation of the room reservation, we’re awaiting written confirmation from your end. I appreciate your consideration of this subject. For more details or inquiries, kindly get in touch with me.

We appreciate your taking the time to read this letter, which serves as a formal notice of cancellation. Please advise whether there is anything further I need to do, such as fill out a cancellation form.

To let someone know that the service has been canceled, please reply to this message by sending a mail on this mail id (mention the mail id of the sender), or also you can SMS At (mention the number of the sender).

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 13

Order Cancellation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

I am (mention the name of the sender) I work at (mention the name of the company or organization). Writing this letter which is related to the cancellation of orders we placed with your business under order number (mention the order no). (Mention the order no.) dated. (Mention the date of placing orders).

Please kindly cancel all of the orders and deliveries of the items specified in the aforementioned document. We would like to let you know that due to changes in the company’s plans to manufacture specific products, it’s possible that we won’t need the supplies you give, and thus we’ve had to cancel all of the orders in this area.

We apologize for the inconvenience this has caused. Please get in touch with us if you have any questions about placing orders or receiving your things. If there is ever a problem, we hope it will be resolved amicably.

You can contact us by sending mail at (mention the email id of the sender or of the company) or you can also contact us by calling on our office number which is (mention the contact number of the sender’s office)

We sincerely hope that you will comprehend the situational factors that led to this choice. Again, we truly apologize for the trouble this has caused.

Other correspondence regarding this may be mentioned and forwarded to me or any supervisors directly.

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 14

Order Cancellation Letter

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

SUB: [ Insert the subject concerned to the letter]

Greetings of the day!

This letter is intended to inform you about the order our company placed  [ Insert the details of the product ordered] for [ Insert the quantity of product] nos. [ Insert the date of placing the order].

I [ insert the name of the sender], on behalf of [ insert the name of the sender’s organization], would like to request a cancellation of the order mentioned above. Given the Covid-19 pandemic, our company had undergone a complete financial restructuring, wherein we were to purchase essential items first and then, as the situation got better, would we went for our other purchases.

We understand that it has caused any inconvenience to you, and we would want to extend our sincere apologies for the same.

All the payments concerning this shipment were to be made via Cash on Delivery, so you need not be concerned about any payment dues. If there is any change in the current situation, we shall contact you to order the same products. We would appreciate your mindfulness towards the gravity of our financial situation.

Thank for your services at [ Insert the name of the sender’s organization]

Sincere Regards,

[ Insert Full Name of the Sender]

[ Insert the designation at the organization], [ Insert the name of the organization]

[ insert necessary contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

More Cancellation Letter Templates

Similar Posts:

Was this article helpful?