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Cancel a Service Contract — Letter-Writing Tutorial

Tips

In a courteous tone, carefully explain that you are canceling your contract. You need not give the reader all of the particulars concerning the circumstances causing the cancellation, but you should provide a brief explanation.

Steps

1. Announce your intention to cancel your contract and give a brief explanation.

Sentences

  • Although we have enjoyed your services over the past year, we must cancel our contract because we have decided to open our own accounting department within the company.
  • Our corporate office has announced that we must work within a smaller budget this year. I regret that I must cut costs by canceling our service contract.
  • I have no choice but to cancel our service contract. After three serious discussions, your workers still have not provided adequate service.
  • I received your work today. Although it is very good, I cannot use it because it arrived two weeks past the deadline. I had to accept someone else's work at the last minute. Under the circumstances, I must cancel our service contract.
  • I have appreciated your excellent service for the past two years, but the company has now purchased its own equipment. Hence, we will not be carrying our service contract beyond June.
  • Although we have appreciated your work, we must cancel our contract because the return has not equaled the cost of the advertisements.

Phrases

  • although your service has been
  • am left with no choice but to
  • are cutting costs
  • has been unsatisfactory
  • have decided to
  • have not been able to
  • have failed to provide
  • have appreciated your
  • is not cost effective
  • is not working out
  • more appropriate for our needs
  • must cancel our
  • permit our contract to lapse
  • regret that I must
  • under the circumstances
  • will not be renewing our
  • will be providing our
  • will no longer be
  • will take care of this in-house
  • will be more cost effective to

2. Provide information to help your reader cancel the correct contract, such as your full name, account number, or address.

Sentences

  • My account number is 123.
  • I have enclosed a copy of my last billing statement.
  • My full name is John Doe, and my account number is 123.
  • My service contract is under the name of John Doe.
  • My contract identification number is 123.
  • Our contract starting date was May 10, this year, and the account number is 123.

Phrases

  • a copy of my last billing statement
  • a check in the amount of
  • account number is
  • account is in the name of
  • account was established on
  • contract number is
  • have enclosed a
  • is paid up to date
  • my full name is
  • please find enclosed
  • please note that
  • send the final bill to
  • take immediate effect
  • the service address is
  • the starting date was
  • the attached copy of
  • to pay off the outstanding balance

3. If you are canceling the contract on good terms, make a positive remark about the services you received.

Sentences

  • I want to compliment you on your excellent service.
  • Your service has always been prompt and efficient, and we have enjoyed working with you.
  • We have always been pleased with your expertise. Thank you for your help.
  • Thank you for giving us such wonderful service.
  • We have enjoyed our meetings with you and will miss that association.
  • Please accept my sincere thanks for your careful work.
  • Thank you for your cooperation.
  • Thank you for your help.
  • Thank you.
  • Please cancel the contract immediately. Call me at 555-5555 if you have any questions or if you need additional information.
  • I will appreciate your prompt attention to this matter.

Phrases

  • accept our thanks for
  • for your help
  • for your cooperation
  • for your careful work
  • have had no complaints about
  • have enjoyed our
  • have always been pleased with
  • hope that we will be able to
  • if you have any questions
  • if you need additional information
  • prompt and efficient service
  • thank you for
  • the wonderful service you provide
  • to work together again in the future
  • want you to know
  • will appreciate your
  • will miss your
  • your excellent service
  • your service has always been
  • your prompt attention to

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