How To Write A Cancellation Letter

First, A Cancellation Letter Must Be Professional. A good rule of thumb is to write in a manner (both the style and the words you choose to use) in which you would gladly stand up in a court of law and proclaim: "yes, I wrote that letter." If possible, the cancellation letter should be typed and printed on good quality paper. If typed, do yourself the added favor of having your word processor check for spelling and grammatical errors.

Second, A Cancellation Letter Must Contain All Relevant Information. The purpose of a cancellation letter is two fold. First, and most obviously, the author of the letter wants a particular service or account cancelled. However, just as important, the cancellation letter serves as proof that the cancellation was requested. As a result, the letter must contain all of the relevant information. The letter should be drafted to permit a complete stranger to the transaction to read the letter and know exactly who the customer was and what that customer wanted done. Accordingly, make sure your cancellation letter includes the date of the letter, the company (including address and phone number) to whom it is addressed, as well as your information (i.e., your contact information and your account information).

Third, A Cancellation Letter Must Be Concise. Writing a letter of cancellation is not the time to be verbose or to recount the history of your relationship with the company. Instead, be concise and specific. Tell the company, in as few words as possible, exactly what you want done so as to avoid any misunderstandings. Make sure you write clearly and concisely.

Fourth, A Cancellation Letter Must Terminate The Company's Authority to Continue Your Account Activity. Most accounts have mutual contractual obligations (i.e., the company agrees to extend credit to you and you agree to pay them back, plus interest, for that credit). However, some accounts have pre-approved mechanisms in place to insure that you comply with your side of the bargain. For example, some credit cards will automatically withdraw a set sum of money from your bank account every month. Your cancellation letter must affirmatively revoke their ability to continue that type of activities.

Fifth, A Cancellation Letter Should Include Full Payment For Any Past Due Balance You Might Have. While usually not required - check the specific account guidelines if you are in doubt - you should include a check for the balance due, if any, on your account. An added precaution would be to write "paid in full" or "final payment" in the memo section of the check.

Sixth, A Cancellation Letter Should Ask For Written Confirmation That Account Has Been Canceled. Your cancellation letter should specifically request that the company provide you with written confirmation that your account has been closed. However, to insure that the company cannot deny receiving your request, sending the cancellation letter via certified, return receipt requested United States mail (or some other form of delivery that requires a signature by the recipient) is a good alternative.

Seventh, A Cancellation Letter Should Include Your Handwritten Signature. Not only is it more professional, closing the letter with a handwritten signature is required in some states. Be sure to sign the letter in blue ink (or some other color besides black) so that the original cancellation letter is easily distinguished from a copy.

Finally, Keep Records Of Your Cancellation Letter. You should keep a record of all of the documents used during the cancellation process. Create a folder specifically earmarked for this transaction, making sure that you include copies of the last account statement, your cancellation letter, and your evidence of mailing. When the evidence of receipt (i.e., the "green card") or a written acknowledgement of cancellation is returned to you, make sure you add that evidence to your folder as well.