Cancel a Reservation • Letter Templates and Guides

How to write this letter:

1State that you must cancel your reservation and give a reasonable explanation.
2Comment on any actions to be taken as a result of the cancellation.
3End on a positive note.


Keep in mind that the other party has counted on your participation, so your cancellation will be at least an inconvenience, if not an expense. In this case, offering a reasonable explanation is a courtesy.

Example 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.

Example 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.

Example 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."

Example 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.

Write Your Letter Step-by-Step


State that you must cancel your reservation and give a reasonable explanation.

Example Sentences for Step 1

Example Phrases for Step 1

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