- If you decide to cancel your participation, it would be an inconvenience caused. It may not be a loss of money. But it would be a courtesy to give an explanation for your withdrawal.
- Mention that you have decided to withdraw from participating. Explain your reason.
- Detail about the further course of action necessary.
- Conclude with a hopeful prospect.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
It's been all over the news, and you may have heard but the company I work for, Resonant Capital has just been bought out. Due to this interesting new development, all projects and meetings have been put on hold until further notice. We had originally booked a room at your hotel for an annual awards banquet on November 8th.
As we are not sure how the new management will want to do things, we would like to cancel that reservation until further notice.
We had written a check of $350 for a room deposit and also a check of $150 to retain the hotel wait staff for the event. If I could, I would like that money (which totals $500) returned as soon as possible. I do apologize for any inconvenience, and I will do my best to encourage the new owners to use your facilities in the future. You have always done a fantastic job for us, and I will not forget it!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter sample to cancel reservation of a hotel banquet hall.
Further things to consider when writing cancellation letters to hotels
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 Hotels
Letters to hotels are letters sent to any establishment providing meals, accommodations, and/or other services for tourists and travelers. These could be inquiry letters to find out about services offered by the hotels, reservation letters to make reservations, or even complaint letters after an unpleasant hotel experience. Before, writing to a hotel, you can contact the relevant department to see whether the issue you are writing about can be addressed by phone. However, if the issue requires physical evidence, it is always best to draft a letter and attach the relevant documents.
All letters to hotels are formal and therefore must be written in the best and most professional way. Start by addressing the letter to the right person. Introduce yourself and state the reason for your letter. Maintain a formal and polite tone and resist the urge to make any negative comments especially if you are lodging a complaint. If you had made a call to the hotel earlier regarding the issue at hand, mention this in the letter, who you spoke to, and some of the things you talked about. Provide all the necessary details. End with a statement that compels the recipient to respond.