There are several occasions on which you may need to know how to write a cancellation letter. You may want to cancel a magazine subscription, insurance coverage, or your membership in a book club. Most companies require that you submit your request in letter form; if you are being billed for a service that you want to discontinue, it is essential that you understand how to write a cancellation letter that will give the recipient the pertinent information they need to cancel your account or membership.
1. Write using a business letter format. In order to come across as professional and serious, write your cancellation using a business letter format that includes the company’s name and address at the top, along with your own information including account number if applicable.
2. Be brief and polite. Keep your cancellation letter concise and to the point. The shorter it is, the less likely any information will be confusing. While you want to be polite, you also want to come across as meaning business.
3. Pay off any balances you owe. If you owe another payment/membership fee, send this along with your cancellation letter. If the company receives your letter before they receive your final payment, they are not likely to cancel your account, meaning you will have to go through the cancellation process all over again.
4. Request a confirmation. Ask the company to send you a confirmation of your cancellation. This may be through a letter, email or fax. Request the company to make it absolutely clear that your account/membership has been cancelled, the date the cancellation is effective, etc.
Always proofread your work before sending your letter. Check for spelling or grammar errors, and be certain to make sure you have account numbers, dates, and other information related to your cancellation correct.
Sample Cancellation Letter
City, State, Zip
City, State, Zip
Re: Cancellation of account 123456
Dear (name of recipient, if you know it – or – Sir or Madam),
Summarize why you are writing. State your name (same as account holder name) and that you wish to cancel account 123456 (your account number) effective immediately (or give date you wish to cancel). State that your letter serves as your request for immediate cancellation, and that you expect an expedient confirmation.
In the body of your cancellation letter, explain that you expect no further payments to be charged to your credit card or deducted from your bank account. Include any pertinent details regarding your account that will help the recipient locate your account quickly. Explain that your obligation has been fulfilled.
Thank the recipient for their immediate attention to the matter, and for their time. Mention again that you will look forward to receiving a confirmation regarding your cancellation request.
Sign your name above the typed version of your signature. It is a good idea to send your cancellation letter via certified mail, so that you will know the recipient received it.
Proofread your cancellation letter several times, so that you are certain that account numbers and other important details are correct. This will prevent problems and possible delays in getting your account/membership cancelled.