Sample Letter #1

Budgetary constraints dictate that we cancel our reservations for the July conference this year. We trust that the proceedings will be published and that we can purchase a copy. Please reimburse me the registration fee, minus the cost of the printed proceedings, which I trust you will send me in the fall.

We appreciate your efforts in organizing the annual conference and look forward to attending next year.

Sample Letter #2

I regret having to cancel my reservation for the weekend of February 12 and 13. Complications at work have forced me to put my personal plans on hold for a short time. Since I plan to make another reservation soon, I hope that you will apply the fee that I paid toward that new one.

Thank you for your kind service and your accommodation.

Sample Letter #3

Regrettably, I must cancel my reservation for the orientation seminar on March 21. I will still be on the airplane when the meeting begins at 2:00 p.m. I hope to attend the meeting on March 24 if there is an open chair. In any case I look forward to meeting you and the rest of my new "crew."

Sample Letter #4

My company scheduled the Lincoln room at your hotel for a banquet on May 5. I apologize, but I must cancel the arrangements. This morning's headlines tell the reason: Doe International just bought us. Please refund my $500 deposit and accept my sincere regrets. Maybe we can try again once the dust settles.

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