Need to cancel a service, order, or agreement? Writing a clear and concise cancellation letter is crucial. A well-crafted letter ensures your request is understood, documents your intention, and helps avoid future misunderstandings or fees. We’ve compiled 21 cancellation letter templates to cover various situations, from gym memberships to insurance policies, making the cancellation process smoother and more professional. These samples provide a framework – just personalize them with your specific details.
These templates are designed to be easily adaptable to your needs. Remember to always keep a copy of your cancellation letter and any response you receive. When sending your letter, consider using certified mail with a return receipt request to have proof of delivery. Carefully review the terms and conditions of your original agreement to understand any cancellation policies or fees that may apply. The following examples cover many typical cancellation scenarios.
Each template below provides a starting point for crafting your own cancellation letter. Be sure to replace the bracketed information with your own details. Remember to maintain a professional tone, clearly state your intention to cancel, and provide any necessary supporting information. Tailoring the language to the specific situation will ensure your letter is effective and well-received.
Before submitting, carefully proofread the letter for any errors. A clean and accurate letter reflects professionalism and minimizes the chances of misinterpretation. Finally, consider the timing of your cancellation request. Some agreements require a specific notice period. Submitting your letter within the stipulated timeframe will prevent unnecessary complications.
21 Sample Cancellation Letter Templates
(Replace bracketed information with your own details)
1. Gym Membership Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Gym Name]
[Gym Address]
Subject: Cancellation of Gym Membership – [Your Membership Number]
Dear [Gym Manager Name],
Please accept this letter as notification that I wish to cancel my gym membership, number [Your Membership Number], effective immediately/ [Date – e.g., in 30 days].
[Optional: Briefly state your reason for cancellation – e.g., “Due to a change in my work schedule, I am no longer able to utilize the gym’s facilities.”].
I would appreciate confirmation of this cancellation and information regarding any final billing or refund procedures.
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
2. Service Cancellation Letter (General)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Service Provider Name]
[Service Provider Address]
Subject: Cancellation of Service Agreement – [Account Number/Reference Number]
Dear [Contact Person Name or To Whom It May Concern],
This letter serves as formal notification that I am cancelling my service agreement with [Service Provider Name], account number [Account Number/Reference Number], effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I am cancelling due to unsatisfactory service.” or “I have found an alternative service provider.”].
Please confirm the cancellation in writing and provide instructions regarding any outstanding balance or required return of equipment.
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
3. Subscription Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Subscription Company Name]
[Subscription Company Address]
Subject: Cancellation of Subscription – [Account Number/Subscription ID]
Dear [Customer Service Department],
I am writing to request the cancellation of my subscription to [Name of Subscription], account number [Account Number/Subscription ID]. Please cancel my subscription effective [Date].
I would also like to request confirmation that the subscription has been cancelled and that no further charges will be applied to my account.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
4. Insurance Policy Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Insurance Company Name]
[Insurance Company Address]
Subject: Cancellation of Insurance Policy – Policy Number [Policy Number]
Dear [Insurance Company Contact Person],
Please accept this letter as notification that I wish to cancel my [Type of Insurance] policy, number [Policy Number], effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I have obtained coverage with another provider.”].
Please inform me of the procedure for receiving a refund of any unearned premiums.
Thank you for your time and attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
5. Order Cancellation Letter (Online Purchase)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Cancellation of Order – Order Number [Order Number]
Dear [Customer Service Department],
I am writing to request the cancellation of my order, order number [Order Number], which was placed on [Date of Order].
[Optional: Briefly state your reason for cancellation – e.g., “I no longer require the items ordered.”].
Please confirm the cancellation and provide information regarding the refund process.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
6. Contract Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Cancellation of Contract – Contract Number [Contract Number]
Dear [Contact Person Name],
This letter serves as formal notification that I am cancelling contract number [Contract Number] with [Company Name], effective [Date].
[Optional: Briefly state your reason for cancellation, referencing any relevant clauses in the contract if applicable – e.g., “As per clause [Clause Number] of the contract, I am exercising my right to cancel within the specified timeframe.”].
Please confirm the cancellation in writing and provide instructions regarding any necessary procedures, such as the return of equipment or the settlement of outstanding balances.
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
7. Car Insurance Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Insurance Company Name]
[Insurance Company Address]
Subject: Cancellation of Car Insurance Policy – Policy Number [Policy Number]
Dear [Insurance Company Contact Person],
I am writing to request the cancellation of my car insurance policy with your company. My policy number is [Policy Number]. I would like the policy to be cancelled effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I have sold the vehicle.” or “I have obtained coverage with another provider.”].
Please let me know how to proceed with receiving a refund for any remaining balance on my policy.
Thank you for your time and assistance.
Sincerely,
[Your Signature]
[Your Typed Name]
8. Apartment Lease Cancellation Letter (With Cause – if Allowed)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Landlord/Property Manager Name]
[Property Management Company Name (if applicable)]
[Property Address]
Subject: Lease Cancellation – [Your Apartment Number]
Dear [Landlord/Property Manager Name],
This letter serves as formal notification that I am terminating my lease agreement for the property located at [Your Apartment Number] at [Property Address], effective [Date].
[Clearly state the cause for cancellation, referencing specific lease clauses and providing evidence if possible – e.g., “As a result of repeated violations of the quiet enjoyment clause, including excessive noise from other tenants and failure to address complaints, I am exercising my right to terminate the lease as outlined in section [Section Number] of the lease agreement.”].
I expect a full refund of my security deposit, as the termination is due to [Landlord/Property Management Company]’s failure to uphold the terms of the lease. Please provide instructions for returning my security deposit.
I look forward to your prompt response.
Sincerely,
[Your Signature]
[Your Typed Name]
9. Purchase Order Cancellation Letter
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Supplier Company Name]
[Supplier Company Address]
Subject: Cancellation of Purchase Order – PO Number [Purchase Order Number]
Dear [Contact Person Name],
This letter serves as formal notification that we are cancelling purchase order number [Purchase Order Number], which was issued on [Date of Purchase Order].
[Optional: Briefly state your reason for cancellation – e.g., “Due to a change in our project requirements, we no longer require the items listed on this purchase order.”].
Please confirm the cancellation and advise if any cancellation fees apply.
Thank you for your understanding.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Title]
10. Phone Service Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Phone Company Name]
[Phone Company Address]
Subject: Cancellation of Phone Service – Account Number [Account Number]
Dear [Customer Service Department],
I am writing to request the cancellation of my phone service, account number [Account Number]. I would like the service to be cancelled effective [Date]. My phone number associated with this account is [Your Phone Number].
[Optional: Briefly state your reason for cancellation – e.g., “I am moving to a new location.”].
Please confirm the cancellation and provide information regarding any final billing or refund procedures.
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
11. Internet Service Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Internet Service Provider Name]
[Internet Service Provider Address]
Subject: Cancellation of Internet Service – Account Number [Account Number]
Dear [Customer Service Department],
Please accept this letter as notification that I am cancelling my internet service with your company, account number [Account Number]. I wish to cancel my service effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I am moving to a new location.” or “I have found a better deal with another provider.”].
Please provide instructions for returning any equipment, such as modems or routers. Also, please confirm the final billing date.
Thank you for your time and assistance.
Sincerely,
[Your Signature]
[Your Typed Name]
12. Cable TV Service Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Cable TV Company Name]
[Cable TV Company Address]
Subject: Cancellation of Cable TV Service – Account Number [Account Number]
Dear [Customer Service Department],
I am writing to request the cancellation of my cable TV service, account number [Account Number]. Please cancel my service effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I am cutting costs.”].
Please provide instructions for returning any rented equipment. Also, confirm the final bill date.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
13. Magazine Subscription Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Magazine Name]
[Magazine Subscription Department]
[Magazine Address]
Subject: Cancellation of Magazine Subscription – Account Number/Subscription ID [Account Number/Subscription ID]
Dear [Customer Service Department],
I am writing to request the cancellation of my subscription to [Magazine Name], account number/subscription ID [Account Number/Subscription ID]. Please cancel my subscription as soon as possible, but no later than [Date].
I would also like to confirm that no further issues will be sent and no further charges will be applied to my account.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
14. Club Membership Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Club Name]
[Club Address]
Subject: Cancellation of Club Membership – Membership Number [Membership Number]
Dear [Club Manager Name],
Please accept this letter as notification that I wish to cancel my membership at [Club Name], membership number [Membership Number], effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I am no longer able to utilize the club’s facilities.”].
I would appreciate a written confirmation of this cancellation and information regarding any final billing or potential refunds.
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
15. Hotel Reservation Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hotel Name]
[Hotel Address]
Subject: Cancellation of Hotel Reservation – Confirmation Number [Confirmation Number]
Dear [Hotel Reservation Department],
I am writing to cancel my hotel reservation with confirmation number [Confirmation Number], which was made for [Arrival Date] to [Departure Date] under the name [Your Name].
[Optional: Briefly state your reason for cancellation – e.g., “Due to unforeseen circumstances, I am no longer able to travel.”].
Please confirm the cancellation and advise on any cancellation fees that may apply. I would also appreciate confirmation regarding any refund due.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Typed Name]
16. Event Ticket Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Ticket Vendor Name]
[Ticket Vendor Address]
Subject: Cancellation of Event Tickets – Order Number [Order Number]
Dear [Customer Service Department],
I am writing to request the cancellation of my order for tickets to [Event Name], order number [Order Number]. The event is scheduled for [Date of Event].
[Optional: Briefly state your reason for cancellation – e.g., “Due to a scheduling conflict, I am unable to attend.”].
Please confirm the cancellation and provide details regarding any applicable refund policy.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Typed Name]
17. Software Subscription Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Software Company Name]
[Software Company Address]
Subject: Cancellation of Software Subscription – Account Number [Account Number]
Dear [Customer Service Department],
I am writing to request the cancellation of my subscription to [Software Name], account number [Account Number]. Please cancel my subscription effective [Date].
[Optional: Briefly state your reason for cancellation – e.g., “I no longer need the software.”].
Please confirm the cancellation and that no further charges will be incurred.
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
18. Recurring Donation Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Organization Name]
[Organization Address]
Subject: Cancellation of Recurring Donation
Dear [Donations Department],
This letter is to inform you that I am cancelling my recurring donation to [Organization Name], effective immediately/ [Date]. My donation account is associated with [Your Email Address] and [Your Phone Number].
Thank you for the work you do.
Sincerely,
[Your Signature]
[Your Typed Name]
19. Music Streaming Service Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Streaming Service Name]
[Streaming Service Address]
Subject: Cancellation of Music Streaming Service – Account [Account Number]
Dear [Customer Support],
I am writing to request the cancellation of my music streaming service, account number [Account Number]. Please cancel my subscription effective [Date].
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
20. Film Streaming Service Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Streaming Service Name]
[Streaming Service Address]
Subject: Cancellation of Film Streaming Service – Account [Account Number]
Dear [Customer Support],
I am writing to request the cancellation of my film streaming service, account number [Account Number]. Please cancel my subscription effective [Date].
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
21. Healthcare Cancellation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Healthcare Service Provider Name]
[Healthcare Service Provider Address]
Subject: Cancellation of Health Service – Account [Account Number]
Dear [Healthcare Support],
I am writing to request the cancellation of my healthcare service, account number [Account Number]. Please cancel my healthcare effective [Date].
Thank you for your time.
Sincerely,
[Your Signature]
[Your Typed Name]
Conclusion
Using these cancellation letter templates as a guide, you can effectively communicate your intention to terminate various agreements. Remember to personalize each template with your specific information and always keep a copy for your records. Sending your letter via certified mail can provide an added layer of security and proof of delivery. By following these tips, you can ensure a smooth and professional cancellation process.