- Write a brief letter about cancelling or postponing the invitation. Make sure you apologize to the reader for doing so.
- Explain the reason for cancelling or postponing the invite.
- Mention about an alternate arrangement that you are trying to make. You could also suggest the reader to make an alternate arrangement.
- End the letter expressing your gratitude for cancellation. You may include a note about awaiting a postponement.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
You cannot imagine my remorse at having to pull your name from your list of storytellers for the Metro Public Library Summer Reading Program, but the controversy surrounding your new book just makes your presence here too difficult from a public relations standpoint.
I enjoy your work, but I cannot put our program at risk by inviting a storm like the one that would follow you.
I am very sorry and hope you can understand my position on this matter. Good luck in all your future endeavors.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Cancel an invite to a storyteller for reading program letter.
Further things to consider when writing cancellation letters to vendors
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.