It’s common for people to change their travel plans, and sometimes necessary to cancel a vacation, altogether. When a vacation makers or corporate travelers realize that they no longer require a rental car, it’s often necessary to send a car rental cancellation letter to the car rental agency.
Many rental companies make it possible to book a rental car very easily, whether online or by phone. On the other hand, formally canceling a booking is not always so straightforward. To ensure that the company has received notice of your cancellation, it’s often best to send a written letter of cancellation, whether by email or regular post.
By writing out a letter, the customer also retains a record of the cancellation, which would not necessarily be possible after a phone call. In case of any discrepancies down the line, the customer can present the letter as documentation of the timely cancellation.
Before writing a letter, take a moment to check on the cancellation policy of the particular car rental agency. Depending on the particular agency and the terms of your rental agreement, the customer may be expected to submit a letter of cancellation by a certain date in order to receive any form of refund. If at all possible, write the letter as quickly as possible to receive the full or partial refund stipulated in the rental agreement.
The following tips will help streamline the letter-writing process, improving the chances of getting a full refund.
In a car rental cancellation letter, it’s vital to include several basic pieces of information. The letter should clearly state the full name and contact information of the customer in whose name the rental was booked, as well as the company name, if relevant. The letter should also include the current date, especially if the rental agreement has a cancellation deadline. In addition, the letter should specify the name of the rental company and its contact information.
Besides these fundamental answers to the questions “Who?”, “When?” and “Where?”, the letter should also address the questions “What?” and “Why?”. The letter should include a clear and succinct explanation of what happened and what the customer would like, as well as some indication of why this request is necessary. In other words, the letter should identify the booking that was made, specifying the car model or the booking number. The letter should also indicate the desired change; in most cases, this will simply be a complete cancellation and the refund stipulated in the rental agreement. In most cases, it is not necessary to provide more details.
However, in some cases, small-scale rental agencies do not have clear-cut cancellation policies or refunds are made on a case-by-case basis. If the rental agreement does not explicitly allow you to cancel and receive a refund, it may be worth explaining the grounds for your cancellation. Cancellations due to serious medical issues or “acts of God”, for example, may be treated more sensitively and a refund may be more likely.
The basic format for a cancellation letter can be seen in the following sample:
Sample Car Rental Cancellation Letter
Full Customer Address
(Any additional Customer Contact Information)
Rental Agency Name
Full Rental Agency Address
SUBJECT: Car rental cancellation request
Dear Sir or Madam:
I recently booked a rental car through your company website. The booking in question was made on DATE and was for a mid-size sedan (booking #DIN285). However, due to unforeseeable circumstances, I now wish to cancel the reservation. I would respectfully ask for a full refund of the deposit, in accordance with the car rental agreement. I regret any inconvenience caused by the cancellation. I appreciate your friendly service during the booking process and I hope to use your rental agency again in the future.
Please notify me if you require any further information in order to expedite the cancellation. You may write to me at (email address) or contact me by telephone at (phone number) with any questions. Thank you, in advance, for your assistance in handling the matter.
Signature of Customer
Printed Name of Customer
By Andre Bradley