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.
Comment on any actions to be taken as a result of the cancellation.
End on a positive note.