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.

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.