- Express thanks for their services.
- Inform them that you are terminating their services and give reasons.
- Express thanks again and offer a recommendation.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
First of all, let me say that you have been doing exemplary work for the servicing and maintenance of our automobile throughout the three years that you have been working for us.
We, however, regret to inform you that we wish to terminate our service contract as of 20th November 2015. We are having financial constraints and have decided on budget cuts. Regrettably, we are forced to cut off your services.
Thank you so much for your outstanding service through the years. I will be more than glad to recommend you to other clients. Keep up the good job.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Termination of service contract letter.
Further things to consider when writing termination letters to vendors
Termination letters are letters you write to officially end a service that had been offered to you. In most cases, termination letters are issued by employers to employees to terminate their services. This could be due to employees' poor performance or serious misconduct. Before writing a termination letter, the employer holds a meeting with the employee to discuss reasons for his/her termination. The termination letter is then drafted summarizing what was discussed at the meeting. It explains why you want to terminate the employee and outlines other details about the termination.
When writing termination letters, you need to be formal and direct to the point. Provide only the necessary information, such as the reason for termination, date of termination, etc. Be brief - the employee already knows he/she is being terminated, so you do not have to write a long essay. Give information about the employee's final paycheck. Give details of how and when the employee should give back company property. Outline any agreements outlined in the employee's contract regarding the termination. If you have provided benefits like retirement savings or health insurance, mention how these will be handled. Sign the letter and include any necessary attachments.
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.