Cancel a Service Contract • Example Letters, Guides and Samples

Guides

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.

How to write this cancellation letter:

  1. Announce your intention to cancel your contract and give a brief explanation.
  2. Provide information to help your reader cancel the correct contract, such as your full name, account number, or address.
  3. If you are canceling the contract on good terms, make a positive remark about the services you received.

Example Letter #1

Copied

The time has come to thank you for your excellent work and to inform you that our contract for your housekeeping services will end on May 31.

Although I prefer to renew the contract, my children are getting older and they need to learn to do chores. I believe I am current on my payments.

You may be interested to know that I have recommended you to friends. I am sure they will appreciate your efficiency as much as I have.

Example Letter #2

Copied

Though your service has been excellent, I regret to tell you that I am not renewing my lawn service contract this year. My son is finally at an age where he can do the work.

My account number 1234 is under the name of John Doe.

Again, your service has always been excellent. I am sure you will have no problem replacing us. In fact, you may want to contact Jane Doe at 555-5555. She is interested in your services.

Example Letter #3

Copied

Please cancel our Water by Doe purified water service. Our building is undergoing renovation, and with the new plumbing we will be installing refrigerated, purifying fountains. Our records show that we are paid up to date, through this month. You may remove the cooler units anytime after November 30. We have been nothing but pleased with the service and we will miss Eric, "the water man."

Example Letter #4

Copied

This letter is to let you know we will not be renewing our contract with Doe's Office Cleaning. We have enclosed a check for our last month's service. It has been a pleasure doing business with you.

Example Letter #5

Copied

After several attempts on our part to have your cleaners improve the quality of their work, we feel that we now have no choice but to cancel our contract (#1234) with you. We have arranged for another company to take over the janitorial services immediately, and request that you return the building keys in your possession to Jane Doe in reception within 48 hours of receiving this notification.

Write Your Letter Step-by-Step

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

Sample Sentences for Step 1
  • 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.
Sample Phrases for Step 1
  • 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.

Sample Sentences for Step 2
  • 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.
Sample Phrases for Step 2
  • 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.

Sample Sentences for Step 3
  • 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.
Sample Phrases for Step 3
  • 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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