Letter to cancel a maintenance service contract


  1. 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.
  2. Inform your decision to cancel the contract. Mention your reason in brief.
  3. 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.
  4. If you are happy with the services provided to you, appreciate them. Cancel the contract with a positive note.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Lately, we have been dissatisfied with the quality of work that your maintenance specialists do. We brought this to your attention sometimes already but still got weak results. In effect, we have decided to cancel our agreement with you. We are assigning a different group to conduct the routine care and check-up of our company trucks. Kindly return all the tools and key duplicates to our front office staff within a week of receiving this letter.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -