Example Letter #1
Please cancel my order for a set of encyclopedias. Enclosed is a copy of the order dated March 13. The cost is too much for my family at this time, so I am exercising my right of cancellation within the three-day period as stated on the order form. I have stopped payment on my check for $300, which I gave to your salesman, John Doe. I am sorry for any inconvenience this cancellation may cause.
Example Letter #2
RE: Rush order on color photocopies
It is imperative that I receive the following color copies by Monday: (Please see the back of each original for the reference numbers listed below.)
#1 - 20 copies
#2 - 20 copies
#3 - 46 copies
#4 - 22 copies
#5 - 15 copies
Each should be a color copy. I understand there may be additional expenses as a result of the rush order and I will pay them as well as the copy costs when I pick the copies up Monday at 10:00 a.m.
Example Letter #3
Re: Cancellation of rush order.
Shortly after I transmitted the rush order for three sets of Doe downhill skis and four sets of bindings, I received and accepted the necessary items. Please do not duplicate this shipment. Please cancel purchase order #1234-5. The original order follows, so that you may cancel it more easily.
Purchase order 1234-5 (promotional)
Doe Wedges downhill skis, two pairs, 185 cm
Doe Wedges downhill skis, one pair, 175 cm
Doe FootBinders downhill ski bindings, four sets
Again, please do not ship these items, as the necessary equipment has already arrived. No charge need be made to our account. I apologize for the confusion. Thank you.
Example Letter #4
Please cancel my order for blanket seat covers. I wanted to give them to my husband for a birthday present, but he has already purchased a set himself. My order number is 12345. Since I ordered the seat covers on approval, I understand that I will not be billed for them. Thank you for your patience.
Example Letter #5
Please cancel my order for ten rolls of fuchsia "Waves" wallpaper. It does not match the carpet in my bedroom. My order number is #12345.
In accordance with your policy, kindly credit my account with the refunded amount. I am sorry for any trouble I may have caused you by my change of plans.
Write Your Letter Step-by-Step
State that you need to cancel an order and offer a reasonable explanation.
Provide sufficient information for the reader to identify your original order.
#123 4 calling birds @ 32.50 130.00
#234 3 French hens @ 12.54 37.62
#345 2 turtle doves @ 35.00 70.00
#456 1 partridge 43.67
#567 1 pear tree, potted, 4-6' 27.45
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.
Adjust any payment arrangements.
Express apologies and appreciation, as appropriate.