- Inform the reader about the cancellation of your membership or subscription. Write in a polite tone. If you have negative reasons, explain it without any derogatory comments about the reader.
- Inform your decision about the cancellation. You may choose to explain what led to your decision.
- Make sure you mention all the relevant details to identify your membership. You may include account or membership number or registered email id.
- If you have any pending bill amount, mention how you would pay it. You could also demand a refund of your unused money.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would ask that this letter serves as my notice of cancelation for membership with Twenty-Four Hour Fitness. I no longer have the time to commit to my workouts and find the dues to be frivolous if I'm not going to use the membership. I am enclosing my security tag and would appreciate you sending me a letter confirming that you have ended my association and also the charges to my account. If possible, I'd like to see a pro-rated monetary return for the remainder of this month. I have enjoyed using your facilities and will continue to refer my friends and coworkers to Twenty-Four Hour Fitness.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Cancellation Letter of a Membership. Sample letter.
Further things to consider when writing cancellation letters to customer service
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 Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.