Cancel an Order — Letter-Writing Tutorial


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


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


  • 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.


  • 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.


  • 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:<br />#123 4 calling birds @ 32.50 130.00<br />#234 3 French hens @ 12.54 37.62<br />#345 2 turtle doves @ 35.00 70.00<br />#456 1 partridge 43.67<br />#567 1 pear tree, potted, 4-6' 27.45<br /> 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.


  • 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.


  • 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.


  • 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.


  • 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.


  • 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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