How to Write a Letter of Cancellation for a Purchase Order

When you need to cancel an order, call or write the supplier.
When you need to cancel an order, call or write the supplier. (Image: Thomas Northcut/Photodisc/Getty Images)

If you made a purchase and you would like to cancel it, the best way to do so is over the phone. This way you can stop an order that is processing quickly from being charged to your credit card and prevent the items from being shipped. However, if you ordered an item or items that take longer to deliver, you may cancel the items by letter as long as you mail or fax the cancellation within a week of your order.

Type your address, and skip a line. Type the date. Skip another line and type the name of the supplier and the address. Skip one more line and type "Dear Sir or Madam" followed by a colon.

State that you would like to cancel your order. If you have an order number, list that. State your name and the order date. For example, "My name is Kirk Holmes and I need to cancel the order that I placed on April 12, 2011. My order number is 45632."

List all of the items that you would like to cancel. The most efficient way to do this is a bulleted or numbered list. If you are only cancelling some of the items, make a list of the items that you would still like as well. If the items have inventory numbers, sizes or colors, list those along with the item description and the quantity of items you had ordered.

For example:

I would like to cancel the following items: 1. V-neck tunic, size M, violet, item #3456, quantity 2 2. Pocket tee, size M, ocean blue, item #4786, quantity 1

Thank the supplier clerk for her time. Provide your telephone number and email address in case anyone needs to contact you about your order.

Close the letter by typing "Sincerely," and skip three lines. Type your name. Print the letter and sign your name above your typed name.

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