Writing a Simple Membership Cancellation Letter (with Sample) Use this sample membership cancellation letter as a template for your formal cancellation letter. Last updated on February 2nd, 2019
It seems like there are hundreds of memberships to various clubs that a person can join these days. Some send information through the mail, others pop up on cell phones and computer screens without warning. Most of these companies are legitimate and you must sign up to join.
There are a few that can get your information and charge you without authorization. Whether you signed up legally or not, the real problem is when these companies get a hold of a credit card number, or worse yet a bank account number. They can cause unnecessary charges and can be a nightmare to deal with. Confirmation Number
Sure you can call the 800 number and request that the membership be cancelled, but what proof do you have of the call? Some companies will be courteous enough to give their customers a confirmation number when they cancel, but there are many who don’t.
So what is a person supposed to do when the company is hitting their bank or debit card and the bank refuses to help, you write a membership cancellation letter. The important thing is to send this one certified mail so you have proof of their receipt and can use this as a legal leg to stand on. It can also be sent by email if you have an address.
Typical Business Letter
To start a letter like this, you should always have the member’s name, the date and the company's’ name. This would be like a typical business letter. There should be a subject line in this letter so that the company can clearly see what the purpose is. Remember, companies receive hundreds of emails and letters on a daily basis, and you want to ensure that they read and process your request.
The salutation on this letter can be the traditional “to whom it may concern”, as you probably don’t have a contact at some random membership club. Start right away by getting to the point. If you are under a free trial membership or whatever the reason you want to cancel, make sure make your request known in the first paragraph. Other Important Information
Other important information, like the account number and anything pertinent to the membership should be included in the first part of the letter. For instance, if you are to receive further DVD’s, make sure to specify that you want all pending shipments to be stopped immediately.
The second paragraph should list the reason for the cancellation. If it was just the free trial you wanted to take advantage of, it’s okay to state that. If you were unhappy with the service the company provided, it is okay to let them know that too.
Cancelling for a Specific Reason
Perhaps you cannot financially afford the club anymore. Companies use the information to learn how to improve their services. If you are cancelling for a specific reason, it is always a good thing to let them know why.
These letters don’t have to be long and drawn out. Rather, a letter that is short and to the point is usually best. The longer the letter, the more likely you are to lose the reader’s attention. You just want to state the facts and end the letter on a positive note.
However, if you had nothing but bad experiences with the company, you can certainly take a little bit of time to state on the reasons you are unhappy. As most of these companies are customer service based, they value the opinions of their customers.
NOTE: If the letter is being sent via Email the subject line should have your full name followed by "Cancellation of Membership". The body may be shorter than a hard copy with just the facts, including the final date of membership cancellation. End the email with Best regards, your first and last name and your phone number.
Membership Cancellation Letter Sample Julia Jones 7800 Old Willow Way Reynoldsburg, Ohio 43068
ABC Book Club PO Box 120 Santa Monica, CA 90291 Re: Membership Cancellation
To Whom It May Concern;
I would like to cancel my membership with account number 456-908-1234 G. I opened this account on DATE and had a free 90 day trial. I no longer wish to have this account and want to stop any further automatic book shipments. Any further book shipments will be marked refused and sent back to your company.
When I signed up for this service, it was just to try the free trial and to see if I liked the service. I don’t like books being automatically shipped to my house and charged to my credit card. I find it easier to go to a local discount store, as I have the funds, and I can purchase a book at my leisure. I have no complaints about your company, but I would rather buy and select my books in person.
I would appreciate you cancelling this membership effective immediately. If you have any questions, I can be reached at 740-710-9879.