Documenting a cancellation and refund request in writing is a wise move whenever you terminate a purchase contract, a service contract or a subscription. For one thing, many companies require that you submit a request in writing. For another, a letter establishes a firm cancellation date. It’s important to write the letter in a business format and include supporting documentation such as a copy of the contract or a purchase receipt.
Identify the Recipient
If you don't already know who or which department needs to receive your letter, try to identify the proper recipient. Call the company or visit its website for cancellation and refund information, or look for contact information, often labeled "Contact Us" on company websites. If you can't identify a specific employee or department responsible for cancellations, address your letter to the Senior Manager, Customer Service, followed by the rest of the business' address. Follow a business letter format, which in addition to an appropriate salutation includes your address and date in the upper right-hand corner, a reference line including your account number, if applicable, the company’s mailing address, a body and a closing.
What To Say
Make the cancellation request in the first paragraph of the body of the letter. Be polite but firm when you tell the company to cancel your account -- for example, a simple statement such as, “I am sending you this notice to request cancellation of my gym membership." Include the date you want the cancellation to take effect. If you need to provide a reason, be objective and stick to the facts. Request a refund in the second paragraph with a statement such as, “I am enclosing my receipt to verify the purchase price and expect a full refund within two weeks.” Finally, state that along with your refund, you also want a written cancellation confirmation.
- Photo Credit diawka/iStock/Getty Images
How to Write a Cancellation Letter
Cancelling a purchase or service contract, a subscription or a membership in writing is not only wise, but also might be required....
How to Write Letters to Insurance Companies
When you have a question, a dispute or a disagreement with your insurance provider, you will need to write them a letter....
How to Cancel a Contract With a Builder
Performing repairs, renovations or new construction on a house often involves significant amounts of labor and supplies, as well as quite a...
How to Write a Letter of Cancellation for a Purchase Order
If you made a purchase and you would like to cancel it, the best way to do so is over the phone....
How to Write a Cancellation Letter for Back Orders
If you placed an order for goods that are back-ordered, there are several reasons you might decide to cancel the order. You...
How to Request a Refund in a Letter
In a perfect world, each product and service would work without fail and the word "refund" would have no place in the...