No matter for whatever reason you have taken the decision to cancel the order it is your duty to inform the company from you have ordered with a cancellation email. Just like any other business letter, cancellation email shows how much professional you are and your skills of writing. Whenever you write the cancellation email it is very important to keep in mind that the service provider may get into some financial loss due to the decision of cancellation of the order.
So it is very important to write the email in such a way that it can strike the right chord with the service holder. Hence, writing a cancellation email is never an easy task and you must know the cancellation letter format very well before you are going to draft a cancellation letter. That is the reason why we have come up with a cancellation email format that will certainly help you to understand how to write a cancellation email.
Cancellation email format
The following is one of the standard format of cancellation email:
From,
<Your name>
<Your Address>
<Your Contact No.>
To,
<Manager’s Name of the Service Provider>
<Service Provider’s Address>
<Service Provider’s Contact No.>
Subject: Cancellation of the <Service or Things that you have ordered>
Dear Mr. <Last name of the Manager of Service Provider>,
I would like to inform you that we <Your Company’s Name> had ordered <Quantity you have orders> numbers of <Things that you have ordered> and the order was going to be dispatched in a few days. But I shall like to inform you that because of a short circuit our whole warehouse caught fire yesterday there was huge damage to our company. So the company has decided not to procure <Things that you have ordered> at this point of time as the company is not at a position of paying the huge amount of <Things that you have ordered>.
So, I request you to cancel all the orders that were placed and don’t deliver the items that were mentioned in the order. I would like to apologize for the inconvenience that is caused to you due to the cancellation of the order.
I will inform you later when the company will decide to order <Things that you have ordered> again. We would be really thankful to you if you cancel the order and cooperate with us at this time of crisis.
Sincerely,
<Your Name>
<Your Designation>
<Your Company Name>
Tips to write a cancellation email
The following are some essential tips that will certainly help you to write a cancellation email at the time of your necessity:
- Contact Information and salutation: Just like any other formal business letter it is very essential to give a professional look in the cancellation letter as well. So, in the cancellation letter, you have to specify the name, detailed address and contact details of both the sender and receiver. After that, you have to put a proper salutation in your email and address the reader in a correct way before you begin the email. So, it is recommended to give the common salutation ‘Dear’ and then take the first or last name of the reader.
- Provide a strong reason for cancellation: It is true that behind every cancellation there is always a reason. But it is always advisable to give a strong and justified reason for the cancellation of an order or any kind of subscription. You should always make sure that the service providers get totally satisfied with the reason you have provided for the cancellation. However, you should never give any wrong statement as it can lead to some legal consequence in such a case.
- Request the service providers for the cancellation: Once you state the reason for cancellation should also request the receiver of the mail cancel the order or subscription. If you need to pay any kind of cancellation fee then it is better to provide that and let him know the details of the cancellation payment. After that, you must request the receiver of the mail to confirm the cancellation of the order by a return mail.
- Apologize for the inconvenience that is caused because of the cancellation: When everything is set and you suddenly cancel the order or subscription it is obvious that the service provider will undergo several inconveniences especially the financial loss. So, it is very essential to apologize for the service provider in a very gentle and polite manner for the inconvenience caused due to the cancellation.
- Use Proper closing terms: Just like any other formal letter, it is also important to end the cancellation letter with proper closing terms. You can use some common closing terms such as ‘Sincerely’, ‘Thanking You’, ‘Best Regards’, etc. followed by your name and designation.
