Tutorial for “Cancel an Order”

Tips

Canceling an order is not difficult, but be sure to do it before it has been shipped.

Steps

1. State that you need to cancel an order and offer a reasonable explanation.

Sentences

  • I need to cancel an order I sent in by fax yesterday. We discovered that we need only a minor, inexpensive part to fix the pump, so we don't need a new motor.
  • I must cancel the order I made last week for several birds. I just received a letter from the animal rights people threatening to picket our store if we use live animals in our Christmas sales.
  • Because of a disastrous fire in our building yesterday, I need to cancel the order I just placed with you on Monday.
  • Please cancel my order for a new computer system which I placed last week. After having a consultant evaluate our needs, we realize we need a very different configuration.
  • Please cancel my subscription to your magazine. I find it does not meet my needs.

Phrases

  • a misunderstanding of
  • after careful evaluation of
  • are satisfied with
  • are no longer in need of
  • at the time that we ordered
  • because of a change in
  • find it necessary to
  • have sufficient in stock
  • have decided to discontinue our service
  • have decided not to
  • have found a more suitable
  • kindly cancel my order
  • market conditions dictate that
  • need to cancel the order placed on
  • no longer need the
  • only needed a minor repair
  • please cancel our subscription to
  • please disregard the order
  • regret the necessity
  • request that you discontinue
  • was under the impression that
  • were unaware of
  • will have to cancel our order for

2. Provide sufficient information for the reader to identify your original order.

Sentences

  • I ordered an "extra high torque motor," stock #1234, listing for $775.00 in your most recent catalog.
  • My order, dated October 23, 2001, requested several items for our Christmas display:
    #123 4 calling birds @ 32.50 130.00
    #234 3 French hens @ 12.54 37.62
    #345 2 turtle doves @ 35.00 70.00
    #456 1 partridge 43.67
    #567 1 pear tree, potted, 4-6' 27.45
    Total $308.74
  • The part I needed was described in your catalog as "Stock #123, Electrical plug lockout device," listing for $10 each. I ordered it on March 15.
  • Now that my inventory records are up to date, I see that we do not need any more of the Model W123 than we already have. It is not what you would call a "fast seller," but I like to keep a few on hand for my regular customers.
  • I used your standard order form imprinted with my customer number: 123.
  • Enclosed is a photocopy of my original order, which I mailed two days ago on March 15.

Phrases

  • account number is
  • customer number is
  • details I gave over the phone were
  • enclosed is a copy of
  • faxed the order to you
  • had requested a
  • items in question are
  • just as you were closing on March 15
  • order number is
  • order was placed by
  • our order consisted of
  • placed the order on
  • placed on purchase order number
  • purchase order number is
  • telephone number is
  • the purchase order number is
  • the original order was dated
  • the following list of items were
  • the following items

3. Adjust any payment arrangements.

Sentences

  • Please return my check in the enclosed envelope.
  • The order was to be charged to my account, so no money needs to be credited or returned unless a charge was added.
  • Please return the money order that I sent.
  • I trust that you have not yet put a charge on my credit card, but if you have, please post a credit to cancel out the charge.
  • I was expecting to pay for this shipment COD, so you need not be concerned with crediting my account.

Phrases

  • bill the service charge to
  • cancel the credit card transaction
  • expect a full refund
  • fee for canceled orders
  • have directed my bank to stop payment
  • have requested a stop payment on
  • in accordance with your policy on
  • kindly credit my account with
  • please cancel the charge on
  • please leave the credit on our account
  • please refund my
  • please return my check
  • refund my down payment
  • request a refund of the balance
  • return the money order
  • return my check in the amount of
  • send me a statement
  • the full amount
  • the provisions for canceled orders
  • understand that there is a fee
  • will contact you

4. Express apologies and appreciation, as appropriate.

Sentences

  • I depend on your rapid service and high quality products to keep my equipment running, and I apologize for any inconvenience this cancellation may cause.
  • I am sorry for the trouble.
  • Please accept my apology for this inconvenience.
  • I appreciate your attention to this matter and extend my apologies.
  • I am disturbed that my technician did not do a better job of diagnosing the problem in the first place. His error has caused a lot of inconvenience for both our staffs. My apologies. Thanks for your understanding.

Phrases

  • a continuing relationship
  • always appreciate your
  • am sorry for
  • any trouble we have caused you
  • apologize for our unfortunate error
  • apologize for any inconvenience
  • appreciate your patience
  • appreciate working with
  • assure you that this will
  • extend my apologies to
  • have always been satisfied with
  • have always been impressed with
  • look forward to
  • please accept my apologies
  • regret the necessity of
  • regret causing you inconvenience
  • thank you for your understanding
  • the services you provide
  • will conclude the matter
  • with your customer service
  • with your products and service
  • your professional attitude
  • your prompt attention to
  • your attention to this matter

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