Trip Cancellation Letter


A ‘Trip Cancellation Letter’ is written to cancel a trip, usually written by someone who was supposed to go on a vacation. The letter can be addressed to anybody, such as a friend or even to a higher organization which was in charge of organizing the trip. Depending on who the letter is being written to, the letter can be formal or informal. However, it is still structured in three parts, comprising of an introduction, the main body, and a conclusion.

Start the letter politely, greeting the recipient of your letter. Then go on to state your reason for writing the letter and explain that you wish to cancel the trip which you were to go on. Give a detailed explanation for your actions. Include all relevant details such as whether you would be able to take the trip at another convenient time and whether you would be refunded the money if you had paid any.

Sample Letter

The following is a sample of a ‘trip cancellation Letter.’


Sidharth Manu,

453 MRA Lane,

Moolavilaakam Junction,




Bindu Paniker,

Managing Head,

ABC Tours,


Subject: Trip Cancellation

Dear Ma’am,

Last week, I had booked a flight ticket from Trivandrum to Mumbai and Mumbai to Trivandrum, via ABC Tours. It is with regret that I inform you that I would not be able to take the trip from Trivandrum to Mumbai, as planned from DD/MM/YYYY to DD/MM/YYYY.

I had been looking forward to the trip as it would have been a well-deserved vacation for me. However,  I have gone down with chicken pox and have been advised to stay indoors for a month. My case is rather severe, and the doctor has advised me not to make any journeys, unless pertinent. He has also advised me to refrain from taking international flights. Due to this, I have taken a one-month extended leave from my work as well.

I would like to know whether there is any option of rescheduling my flight to MM/YYYY. If such an option is possible, I can let your authorities know of the dates that I wish to travel on. I also had another doubt, regarding the refunding of the amount that I had paid for my first flight. I had paid Rs 15,000 for the flight to Mumbai, and I would like to know what percentage of the amount would be refunded back to me.

Thanking You

Yours sincerely,

Sidharth Manu

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