How to Write a Cancellation Letter
If you want to write a cancellation letter for a membership or subscription, Start by giving your name, membership number if you have one, address, and the date you wrote the letter. In the second paragraph, specify the company's name and address so they know the letter is for them. Next, tell them which service you are cancelling and a brief reason why, then ask them to let you know when they've cancelled the service. Finally, sign and send the letter.
Use the formal business format. You should format your letter in the style of a formal business letter, as this will give your letter a level of professionalism. Compose the letter on a computer using a word processing program and use easy to read font in 12 pt type. The formal business letter format has a specific heading at the top of the letter, which is: First paragraph: Your Name Membership or Subscription number, if any Your Address, including City, State/Province, Zip Code/Postal Code Date you composed the letter in MM/DD/YYYY format Second paragraph: Membership or Subscription Company Name Company Address, including City, State/Province, Zip Code/Postal Code Specify the membership or subscription you are cancelling. You should start the letter with “Dear [Membership or Subscription Company Name]”. You should then list the name or type of membership or subscription you are cancelling. Provide all the key information in the letter right away so the receipt is clear about the purpose for your letter. For example, you may write: Dear Good Housekeeping Magazine, Please cancel my monthly magazine membership at the end of this pay period. My account number is 12345678. Provide a brief reason for the cancellation. You should also clarify why you are cancelling the membership or subscription in one brief sentence. You do not need to provide an elaborate reason, only provide context for the cancellation. For example, you may write: Due to tighter finances, I decided to unsubscribe to your magazine. Request confirmation of the cancellation. You should also ask for the receipt to confirm your membership or subscription has been cancelled so you are sure the cancellation has gone through. If there is a fee for cancelling the membership or subscription, you should include payment for the fee in the letter. If you have any money owed to you, such as a membership you have cancelled before the membership period is up, you should request the money refunded by check. For example, you may write: Please confirm the cancellation of my membership by return mail. I have enclosed the fee for cancellation of my membership. Sign and send the letter. You should end the letter with “Sincerely” or “Best”, and then print off the letter. Sign it by hand and send it via mail to the address of the membership or subscription company. Make sure you send it by certified mail, as this will ensure it has stamped proof of the date and time the letter was sent. The final cancellation letter will appear as: Dear Good Housekeeping Magazine, Please cancel my monthly magazine membership at the end of this pay period. My account number is 12345678. Due to tighter finances, I decided to unsubscribe to your magazine. Please confirm the cancellation of my membership by return mail. I have enclosed the fee for cancellation of my membership. Sincerely, Jane Doe Make a copy of the letter for your records. You should scan or photocopy the letter so you have a copy for your records. You should also scan or photocopy any receipts or documents and send the copies with the letter. Do not send original receipts or documents as you want to keep those for your records. Start with the formal business letter format. The formal business format will give your letter a level of professionalism. Write the letter on a computer using a word processing program and use easy to read font in 12 pt type. The formal business letter format has a specific heading at the top of the letter, which is: First paragraph: Your Name Contract number, if any Your Address, including City, State/Province, Zip Code/Postal Code Date you composed the letter Second paragraph: Contract Company Name Company Address, including City, State/Province, Zip Code/Postal Code State your intention to cancel. Begin by addressing the receipt: “Dear [Contract Company Name or Contact]”. Then, state your intention to cancel right away so the receipt knows exactly what you are requesting in your letter. For example: Dear Sisqo Party Supplies, I am writing to confirm that as of next Monday [MM/DD/YYYY], I will no longer need the services provided by Sisqo Party Supplies. Give a brief reason for the cancellation. Though you may be cancelling the contract, you still want to maintain a professional, friendly tone. This means noting that you are cancelling the contract for a specific reason and that you want to part on good terms. You may need the contractor's services another time, so you want to maintain the business relationship for the future. For example, you may write: I have been happy with our prior business transactions and I would like for us to part on good terms. I have decided to go with another party supply service due to their competitive rates and longer operating hours. Include any final payments for service. If there are any outstanding payments for the services provided by the contract company, you should include payment in the form of a check with the letter. You should also note the exact amount of the check. If there is a fee for cancelling the contract, you should include payment for the fee, as well. For example, you may write: Please find enclosed a check for the final payment of our contract: $351.45. Request confirmation of the cancellation. You should also request that the receipt respond via mail to confirm the contract has been cancelled. Make sure you also note the expiry date of the contract and that the letter is a notice for non-renewal of the contract. For example, you may write: My contract with Sisqo Party Supplies expires MM/DD/YYYY. Please use this letter as my notice not to renew the contract for the upcoming calendar year. End on a friendly note. You should always end contract cancellation letters on a friendly note, as you want to ensure you can contact the contract company at another date if you need their services again. Make sure you also sign the letter by hand. The final contract cancellation letter may appear as: Dear Sisqo Party Supplies, I am writing to confirm that as of next Monday [MM/DD/YYYY], I will no longer need the services provided by Sisqo Party Supplies. I have been happy with our prior business transactions and would like for us to part on good terms. I have decided to go with another party supply service due to their competitive rates and longer operating hours. Please find enclosed a check for the final payment of our contract: $351.45. My contract with Sisqo Party Supplies expires MM/DD/YYYY. You may use this letter as my notice not to renew the contract for the upcoming calendar year. Feel free to contact me via mail or phone if you have any more questions or concerns about my cancellation. Best Wishes, Jane Doe Keep a copy of the letter for your records. You should make a copy of the letter before you send it for your records. You can then mail the letter by certified mail, as this will ensure the receipt has stamped proof of the date and time the letter was sent. Make sure you send only copies of any receipts or documents with the letter. Keep any original receipts or documents for your records. Use the less formal letter format. If you have to cancel a wedding, a birthday party, or a holiday event, you can use a less formal letter format. You should still maintain a professional tone but it does not have to be as formal as a business cancellation letter. You may be on a first name basis with guests to a party you are hosting so you can be less formal. You should still include the date you are composing the letter. You should also include a direct address, such as “Dear [Name of person/persons]”. For example, you may write: Dear Johnson Family, or Dear Aunt Bev and Uncle Sam, or Dear Hilary, Inform the receipt of the cancellation. Begin the letter by cutting right to the chase and letting the receipt know of the cancellation. Be specific and clear. You may also include a brief reason for the cancellation. For example, you may write: We regret to inform you that the marriage of Janet Doe to Jack Smith has been cancelled. After some consideration, we feel it best to wait before making such a serious commitment to each other. Or you may write: I'm sorry to inform you that the birthday party for Jessica, has been cancelled due to a sudden passing within our family. Or, you may write: Due to unforeseen circumstances, I have decided to cancel the upcoming holiday party. Apologize for any inconvenience. Strike a considerate, apologetic tone in your letter, as you may be putting several guests out due to your cancellation. Make sure you acknowledge the planning and scheduling done by your guests to attend your event and apologize for any inconvenience you may have caused. For example, you may write: We know you have sacrificed your time and money to attend our wedding and we apologize for any inconvenience this cancellation may have caused. Or, you may write: I am aware that you have set aside time for the party and spent money on a ticket to attend the event. You will receive a full refund for your ticket. I apologize for any inconvenience this may have caused. Or, you may write: I know that you have made time for this party in your schedule and I apologize for any inconvenience that may have been caused. End the letter with appreciation. Make sure you wrap up the letter by expressing gratitude and appreciation. The cancellation may seem mildly upsetting to the receipt and you should end your letter by expressing warmth and positivity. The final letter may appear as: Dear Johnson Family, We regret to inform you that the marriage of Janet Doe to Jack Smith has been cancelled. After some consideration, we feel it best to wait before making such a serious commitment to each other. We know you have sacrificed your time and money to attend our wedding and we apologize for any inconvenience this cancellation may have caused. We appreciate your warm friendship and love. Sincerely, Janet Doe and Jack Smith. Send the letter as soon as possible. You should try to send out the cancellation letters as soon as possible, as you want to ensure the receipts can adjust their schedules accordingly. You may send the cancellation letters by express mail or use email for faster delivery. If you use email, you will keep the same letter structure. You should also use the BCC option on email so the receipt list is not visible to everyone on the email. 
Use the formal business format. Specify the membership or subscription you are cancelling. Provide a brief reason for the cancellation. Request confirmation of the cancellation. Sign and send the letter. Make a copy of the letter for your records. Start with the formal business letter format. State your intention to cancel. Give a brief reason for the cancellation. Include any final payments for service. Request confirmation of the cancellation. End on a friendly note. Keep a copy of the letter for your records. Use the less formal letter format. Inform the receipt of the cancellation. Apologize for any inconvenience. End the letter with appreciation. Send the letter as soon as possible. 