Writing a Daycare Cancellation Letter (with Samples) Use these sample daycare cancellation letters as templates for your formal cancellation letter. Last updated on January 15th, 2019
There are many times that a parent may need to cancel their daycare contract. This could be due to a new job, relocation, loss of a job, or changing centers. Whatever the reason, it is best to put this in writing in a Daycare Cancellation Letter. Because it is a contract, the best way to cancel a contract is to do so in a formal letter. The contract may have some specific language about severing the relationship and should be followed. There may be specifics like, must give a 30 day notice, or enrollment is prorated and must be paid in full. End the Relationship on Positive Note
Whatever the specifics, it is best to adhere to them and attempt to end the relationship on a positive note. In fact, ending on a positive note is wise, as you never know when you may need to use this center’s services again.
The letter should follow a specific protocol. First, the letter should be in a standard block format with your name, address, and information at the top. The next part should be the date. The date needs to be accurate and the letter mailed within a couple days of writing, especially if the center has a thirty day notice. The recipient's information will go next on the letter. Be sure to state the name of the Daycare agency, as well as the person who handles this portion of the business, if known. This information should be followed by a subject line that clearly states you are cancelling the daycare services.
If you have a personal relationship with the person you are writing, then it would be appropriate to write “Dear Carolyn”. If you do not have a relationship, then a simple “Dear Sir/Madam” would be sufficient. The first paragraph and the first sentence need to clearly state the reason for the letter. While you may want to say other things about how wonderful the center is, the first sentence is not the place to do it. State the purpose for the letter and also the date the relationship will terminate. If you are ending due to a matter out of your hands, make sure to also specify. Finish the last paragraph with something nice about the center and how they have helped the child or children, followed by contact information.
Sample 1 - Daycare Cancellation Letter Jenny Jones 78 Rita Lane Grove City, Ohio 43123
Carolyn Sycamore Care Share Kiddy Academy 1170 Lancaster Ave. Reynoldsburg, Ohio 43068
Subject: Cancellation of Daycare Services
This letter is to express my intent to terminate daycare services that you currently provide to my 2 children, Madison and Jeffrey Jones. I would like to terminate this relationship effective DATE. This would allow a 30 day notice, as per our contract.
I didn’t have a choice in the matter of switching daycare centers, as my company has transferred me to another location, an hour from the current branch. Because of the time constraints, I will not be able to continue utilizing your services. Unfortunately, I will have to find a new daycare center that can provide services for my two children.
We have enjoyed the services that Care Share Kiddy Academy has provided over the years. It has been a haven for our children while we were working. If you have any questions, please feel free to contact me at 555-290-5467.
Sample 2 - Daycare Cancellation Letter Name of Parent or Guardian Address of Parent or Guardian City, State, Zip Code
Name of Head of Child Care Center or Provider Address of Head of Child Care Center or Provider City, State, Zip Code
Dear Name of Head of Child Care Center:
This letter is to inform you that I will no longer be sending my child, Name of Child, to your daycare center as of DATE. The date of this letter is 37 days in advance of the date I plan to withdraw my child. According to the contract I signed when I admitted my child, I need to inform you at least 30 before withdrawing my child.
You have cared for my daughter very well, and I have no complaints about your service. My husband and I are moving out of state in three months, as he has a new job. This is the only reason I am terminating your childcare services.
If you have any questions, I can be reached at Phone Number or Email Address. Kindly, acknowledge receipt of this letter within 10 working days. Thank you for taking such good care of my child for the past eight months.
Sincerely, Signature of Parent Printed Name of Parent