GUIDELINES
- Write in a polite tone about your decision to cancel the contract. Mention in brief about the reason for your cancellation. It is not necessary to explain in detail.
- Inform your decision to cancel the contract. Mention your reason in brief.
- Provide the necessary details to the reader to identify the right contract. It could be your account number associated with the contract or your name and address.
- If you are happy with the services provided to you, appreciate them. Cancel the contract with a positive note.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Let me start by saying you have done excellent lawn care for us the past two years. Were it not for household budget cuts, we would happily continue with your services. However, after looking at finances, I realize I have to cut out some unnecessary expenses. Unfortunately, your services fall into that category.
I have a new neighbor, and she is looking for a lawn care company to hire this spring. I have already given her your name and number. She assures me that if she likes your work, she will give you many referrals, as well. I anticipate her calling you shortly.
Again, thank you for such excellent work. I hope your company continues to grow!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Cancel a Service Contract. Sample letter.
Further things to consider when writing cancellation letters to vendors
Cancellation Letters
Cancellation letters are letters you write to a service provider, company or institution, informing them that you are dissatisfied with their product, service, or membership and that you wish to discontinue it. Cancellation letters can be written for several things such as canceling an insurance policy, a cable service, rental agreement, a magazine subscription, a bank account, order, credit, etc. The reason why people issue cancellation letters is mainly due to unsatisfactory or poor performance, not meeting the expectations, and at times unavailability of funds.
Cancellation letters are written in a clear and a concise manner. Go straight to the point and suggest actions you expect to be taken. Clearly state what you are canceling and explain you reason for it. Where necessary, include the details of what you are canceling, for example, account details. Mention that you wish to receive confirmation that the cancellation was effected. State clear steps that you would take if cancellation is not put into effect within the specified notice period. End the letter on a positive tone and request the reader to acknowledge receipt. Send the letter well in advance to give enough notice to the reader.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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