Writing a Trip Cancellation Letter (with Sample)
Use this sample trip cancellation letter as a template for your formal cancellation letter.
Last updated on January 17th, 2019
There are many reasons why it may be necessary for you to write a trip cancellation letter. Whether it is because you paid for traveler’s insurance and you need to get your money back, or because you had formal plans and need to notify everyone about the change in schedule, the way to do it is through written communication.
Traveler's Insurance Claims
This letter serves as a basic notice of an alteration of plans. It is also proper to state why the need for change. This may become necessary for traveler’s insurance claims.
The main thing to focus on when writing a letter of this nature is that finality of it. If you had airline tickets or something booked with a travel agent, once it is written the trip is cancelled and the amazing deal you got is probably going to be gone. The idea is to write this letter in enough advanced notice that the other party has time to alter their plans for that period of time.
Start with the formal address of both yourself and the company along with the date. If this letter does not go to a formal company, including the recipients names and addresses. The opening paragraph should give all the details of the trip including the dates, location and people attending.
If it was a formal business trip, make sure to send copies of this letter to all those involved. Leaving just one person out could be a potential for trouble in the corporate level. These can be sent by email just as easy by mail, and most will prefer to send them by email.
Make sure the reason is clearly specified. Because traveler’s insurance policies may have stipulations about this, you can also attach documentation.
If you had a death in the family or have been under doctor’s care for something, make sure to attach documentation for reimbursements. If it is a letter sent out to other colleagues, documentation is not necessary.
While the first paragraph is dedicated to the reasons why you cannot go on this trip, the second paragraph should be used to apologize for the change in plans. While everything should be written well in advance, this may not always be possible.
If the trip will go on without you, colleagues might not care as much. But if your absence cancels the whole trip, you may want to gravel to keep tempers reduced.
The final paragraph can be some sort of solution to the problem. While this may not work with a traveler’s insurance company, it certainly would be nice for a business trip.
The business matter may still be pressing and though the time frame given may not work, it may need to be rescheduled. End the letter by being cordial and showing a sincere apologetic attitude.
Sample Trip Cancellation Letter
9087 Simmons Lane
Chillicothe, Ohio 45601
ABC Travel Corporation
8734 Main Street
Columbus, Ohio 43215
The trip scheduled for DATE to Hawaii, for me and four guests, needs to be cancelled. While we were hopeful for a nice getaway, we are going to be unable to go due to a medical problem.
I have been under my doctor’s care due to a recent back injury and this will prohibit me from going on any trips. I have attached the doctor’s report and official letter placing me off work for your records.
My policy number on my travelers insurance is 9876-0987-0134-4567. The policy states that I am entitled to a reimbursement of the total cost minus a $200 deductible.
I would appreciate if this payment would be sent to my home address, which is listed above. I am responding within the 30 days required to allow for full reimbursement of these funds.
I apologize for any inconvenience this may have caused and do wish to take our trip at a later date. However; due to my back condition, I will not be able to make the trip across the country.
If you have any questions, please feel free to contact me anytime on my cellular phone at 555-123-4567. I can also be reached by email at [email protected]
By Andre Bradley