How to Write a Bike Booking Cancellation Letter (with Sample)
Use this sample bike booking cancellation letter as a template for your formal cancellation letter.
Last updated on January 17th, 2019
It’s common for people to change their travel plans, and sometimes necessary to cancel a holiday, altogether. When a holiday-makers or corporate travelers realize that they no longer require a rental bike, it’s often necessary to send a bike booking cancellation letter to the bike rental agency.
Cancelling a Booking is Not Always Easy
Many rental companies make it possible to book a rental bike 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.
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.
Basic Pieces
In a bike booking 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.
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.
Cancellation Policy
Before writing a letter, take a moment to check on the cancellation policy of the particular bike 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.
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 bike 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.
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 Bike Booking Cancellation Letter
Customer Name
Full Customer Address
(Any additional Customer Contact Information)
Date
Rental Agency Name
Full Rental Agency Address
SUBJECT: Bike booking cancellation request
Dear Sir or Madam:
I recently booked a rental bike through your company website. The booking in question was made on DATE and was for a tandem bike (booking #TB1285). 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 bike 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.
Sincerely yours,
Customer Signature
Customer Name
In essence, a letter of cancellation is a simple type of correspondence. The intention of writing is simple and requires little detail. However, to ensure that the letter is understood and responded to appropriately, it is advisable to give a little extra attention to writing the letter.
In addition, a clearly composed letter has a better chance of holding weight in the future, should the rental agency take issue with your request.
As for any form of business-related correspondence, it is typically a good practice to adopt a professional, slightly formal tone. Avoid using slang use a good spell-checker to avoid any careless typos. Lastly, give your letter a second reading, since even spell-checkers can miss many mistakes.
By Andre Bradley
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