Cancellation Letter, Sample & Format

Introduction

A Cancellation letter is written when the sender changes his mind on an earlier decision. He writes to reverse the decision and a profuse, and sincere apology should be included in a cancellation letter, especially if the sender is without a doubt, at fault. Sometimes we take decisions without thinking of its repercussions. However, when one realizes it and sees that it affects in a bad way, one should immediately cancel it.

While some cancellations are smooth going, others may impose a cancellation penalty. It depends upon the nature of decision, i.e., whether it was a written agreement or an oral one. In oral cancellation, there is rarely any penalty involved. However, if the cancellation has to be done in writing, then the penalty as specified is imposed on the person canceling it. The reason behind the cancellation should be genuine. Once through the letter, check for grammatical errors.

Sample Letter

The following is the sample of Cancellation letter.

From:

Don J. Monroe,

Gold Miners Association,

4287 René-Lévesque Blvd,
Montreal, QC H3B 4W8

DD/MM/YYYY

To:

Event Manager,

The Majestic International Hotel,

4457 Carling Avenue
Montreal, QC H3B 4W8

Dear Sir / Madam,

Subject: Cancellation of Booking

I am writing to request a cancellation of my booking of your services for my planned function on DD/MM/YYYY. I had requested for the services of your reputed Hotel in preparing for the Gold Miner’s Association’s annual dinner, but due to unforeseen circumstances, such as the unavailability of the guests on that day, the event has to be canceled.

Please accept my sincere apologies for this cancellation. This decision was taken suddenly, and so I am informing you at the last moment. When an alternative date is confirmed, I will contact you again for your services. We have always loved your hotel for its grandeur, and we have always organized all our association’s functions there. In fact, whenever there comes an occasion for holding any event for the company, yours is the only hotel we approach. This event shall be reorganized very soon, and we shall let you know the same.

Thank you for your kind understanding and cooperation. Any inconvenience caused by this cancellation is most regretted. Since the advance was already paid, but we haven’t availed of the services, consider it as a refund for your loss. We hope that our relations won’t be hampered due to this.

Thanking You

Yours Sincerely

Don Monroe

Gold Miner’s Association,

4287 René-Lévesque Blvd,
Montreal, QC H3B 4W8

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