Letter of Cancellation of Order

A letter of cancellation is a formal document used to communicate the decision to cancel an order, contract, subscription, or service. It is a written record of the cancellation process and serves as proof that the cancellation was requested by the customer or client. The letter of cancellation is an important document that protects both parties involved in the transaction by clearly outlining the details of the cancellation and the reasons for it.

A letter of cancellation is typically used in situations where a change in circumstances or dissatisfaction with the product or service has led to the decision to cancel. It may be necessary to cancel an order if there is a delay in delivery if the product or service does not meet expectations, or if there is a change in the client’s requirements. The letter of cancellation provides a formal and professional way to communicate this decision to the other party.

When writing a letter of cancellation, it is important to be clear and concise in your communication. The letter should provide all necessary details, including the order number, date of the order, and reason for cancellation. It should also request confirmation of the cancellation and provide a polite and professional tone throughout. By following these guidelines, a letter of cancellation can be an effective way to communicate the decision to cancel an order, contract, subscription, or service.

Here are the formats of the letter of cancellation of the order. You can modify as required.

TEMPLATE #1 (Letter)

(Letter of Cancellation of Order )

Ref: ………………
Date: ……………..

To,

(Name of the Contact Person)
(Name of the Supplier Business)
(Office Address)
(Phone Number)

Sub.: Cancellation of the purchase order

Dear …………..,

We regret to inform you that we are cancelling our purchase order with reference number ____________, which was placed on ____________ for the supply of ____________ goods/services.

Unfortunately, due to unforeseen circumstances, we are no longer in need of the items that were ordered and would like to request for the cancellation of the purchase order. We apologize for any inconvenience this may cause and would appreciate your prompt confirmation of the cancellation.

Please let us know if there are any further steps or information required on our part to process the cancellation.

Thank you for your understanding and cooperation.

Sincerely,
(Your name)
(Your Title)
(Your Company)

TEMPLATE #2 (Email)

(Write an email to the supplier to cancel your order.)

Dear [Supplier’s Name],

I hope this email finds you well. We would like to cancel our purchase order with reference number [insert purchase order number], which was placed on [insert date] for the supply of [insert item/service].

Due to an unexpected change in our inventory, we have recently discovered that we have a sufficient stock of the ordered goods in our warehouse, which will last for the next [insert period]. As a result, we have decided to cancel the order and will no longer require the ordered items.

We apologize for any inconvenience this may cause and would appreciate your prompt confirmation of the cancellation. Please let us know if there are any further steps or information required on our part to process the cancellation.

Thank you for your understanding and cooperation.

Best regards,

[Your Name]
[Your Title]
[Your Company]