Free Membership Cancellation Letter Templates

With Free Samples & Examples in PDF / Word (Doc) Format

There are series of subscriptions or membership a person can get involved in these days. A good example is a subscription to clubs, online channels, and even service providers. For instance, you can subscribe to a YouTube channel, you can subscribe to enjoy the services of an ISP company or you can even decide to join a platform to enjoy premium service. Whichever category you find yourself in, it is important to understand that not all are legitimate and you should be careful when sharing your personal information that could lead to unauthorized charges.

The most common is the subscription service pop-up seen on different websites on the internet that asks visitors to sign-up to become a member. When you do that, you will have access to the services rendered by such platforms i.e. Hulu and Netflix that allows users to enjoy movie streaming services. This and many more.

In a situation whereby you are no longer interested in a membership service, you can simply call and request for your membership plan to be canceled. This is not as easy as it seems because most companies will ask for a customer confirmation number before the request can be processed and approved. However, if you do not have this, you are expected to write a membership cancellation letter.

What is a Membership Cancellation Letter?

The term "membership cancellation letter" is a form of a formal letter written to inform a club, vendor, or institution that the person sending the letter is no longer interested in the service being rendered and will like to cancel his/her membership by withdrawing from an existing membership plan.

This type of letter should be written in a polite, professional, and formal tone. This means that emotions must be kept in check while writing the letter. There must be no hint of anger or frustration that could lead to saying things that shouldn't be included in the letter. It must be done diplomatically.

Membership Cancellation Letter Formats

There are simple rules that guide the way a membership cancellation letter is written. It may be a little different from the way a business letter, resignation letter, or contract termination letter is written. In the case of a membership cancellation letter, an individual is expected to write to the company providing a service he/she is no longer pleased with to cancel a subscription or withdraw their membership. The letter is then sent to a certified mail and contact address which will serve as a receipt that can be used as legal proof in the future.

This is a major reason why it must be written in the proper format.

In this guide, we will have a look at the different ways of writing a membership cancellation letter through several format samples and template examples.

How to Write a Membership Cancellation Letter

When writing a cancellation letter of membership, there are simple rules you need to follow. This will serve as a guide for writing an acceptable membership cancellation letter in a unique and formal tone.

The following must be included in the letter;

Address and Contact Information

  • The name of the member writing to cancel a membership
  • The contact information of the member sending the letter
  • The club or company's name and postal address
  • The official date the letter was drafted

The names included in this letter must be legally approved and the contact information must include street address, city, state, and zip code.

You can also include a phone number or an email address if you have access to it.

Subject Line

A subject line that defines the purpose of the letter must be included below the contact addresses of the sender and recipient. In this case, it can be written as;

Fitness Membership Cancellation Letter (for gym membership cancellation)

Club Membership Removal Letter (for club membership cancellation)

Premium Membership Cancellation Letter (for service provider cancellation)


You should address the receiver of the letter appropriately. This is a formal letter and should be treated as one. Here is how to write your salutation;

"Dear Sir/Ma" (or you can include a name if you know who will receive it)

"To whom it may concern" (if don't have a contact in the club or company)

Body of the Letter

The body of the letter consists of different paragraphs;

First Paragraph: Introduce yourself first and start by going straight to the point of the letter. State the reason you want to cancel your subscription or membership. It is okay to explain the reason why you are not happy with a company's service, or simply state that you can no longer afford a service financially. You can also state that you only needed to use a vendor or service provider trial service.

Second Paragraph: Request for the club or company involved to kindly approve your membership cancellation request. Include other important information in the next paragraph such as account details or any details attached to the membership. For instance, state if you want a pending shipment to be canceled or if you want a refund to be paid. Make sure you keep this paragraph concise.

Ensure you don't lose a reader's attention by making the body too long.

Closing the Letter

To close this letter, you should use "Sincerely" or "Best Wishes" and also include your name (Name of sender) and signature.

You must write a membership cancellation letter in such a way that the recipient will be willing to read it. If it is not properly written or addressed, it can be lost in the numerous mails a company receives daily. But if written in the proper format, the chances of the request getting processed and accepted is high.

Membership Cancellation Letter Format

Here is a simple format for writing a membership cancellation letter;



[Name of the Recipient]

[Address of the Recipient]

[Contact Information]

Subject: Membership Cancellation

Dear [Name of the Recipient],

First Paragraph: You are expected to provide your name, address, postal code, and subscription or membership ID number. Briefly and concisely, state that you are writing to cancel your membership but ensure you explain your reason for taking such a decision. It is important to make it as brief as possible.

Next Paragraph: In this paragraph, ask the authority in charge to confirm your membership cancellation. Ensure you include any form of a cancellation fee in the letter or a refund policy that might be necessary for your scenario.

Best wishes,

[Signature of Sender]

[Name of Sender]

Sample Membership Cancellation Letters

Here are samples of membership cancelation letter for different reasons;

Sample Club Membership Cancellation Letter

  1. Kathleen Houston
  2. 421 Pike Street
  3. San Diego, California 92111
  4. DATE: March 15, 2020
  5. Nerd Herd Book Club
  6. P.O. Box 270
  7. Los Angeles, California 90017
  8. Re: Book Club Membership Cancellation
  9. To whom it may concern,
  10. I Kathleen Houston, will like to cancel my membership with account ID number 588-704-1224 V. I signed up for this account on the 5th of January 2020 and had a 60 days free trial. I am no longer interested in this account and will like you to stop any further automatic book shipments to my house address. Any further book shipments to my house address will be rejected and sent back to your company.
  11. At the time I signed up with your book club, my intention was just to try your free trial service and to see if I will like the service rendered. However, I don't like books automatically being shipped to my house address and charged on my credit card. I have no complaints about your services but I just prefer to get books in person from a local book store. I'll appreciate you canceling my membership with immediate effect. Contact me via 619-406-2807 if you have questions.
  12. Sincerely,
  13. Kathleen Houston

Sample Gym Membership Cancellation Letter

  1. From,
  2. Kathleen Houston
  3. 421 Pike Street, San Diego, California 92111

  4. Date: March 15, 2020
  5. To,
  6. Synergy Fitness Services
  7. 4467 Carson Street, San Diego, CA 92111
  8. Subject: Fitness Membership Cancellation
  9. Dear Mr. Alberto Hardin,
  10. My name is Kathleen Houston, I am writing this letter to inform you that I will not renew my gym membership which is due to expire on the 30th of April 2020. Kindly consider this letter as official notice for the cancellation of my membership with your gym. My membership number is XXX-0000-2222-4444.
  11. I will be relocating to another state, which means it won't be possible for me to continue visiting your gym. So, I will kindly request you to cancel my membership with you once the current plan expires. As far as payment is concerned, I have no outstanding bills to sort out. So, I don't think there will be any issues on that front.
  12. I enjoyed an amazing experience at your gym.
  13. Looking forward to getting your confirmation receipt.
  14. Best Regards,
  15. Kathleen Houston
  16. [Signature]

Sample Church Membership Removal Letter

  1. Kathleen Houston
  2. 421 Pike Street, San Diego, California 92111

  3. Date: 8th September 2020
  4. Rev. David P Renken
  5. Rhema Gospel Assembly
  6. 4467 Carson Street, San Diego, CA 92111
  7. Subject: Church Membership Removal Letter
  8. Dear Sir,
  9. This letter is my formal resignation from Rhema Gospel Assembly and it is effective immediately. With all due respect, I hereby withdraw my consent to being treated as a member and also withdraw my consent to being subject to church rules and regulations. Kindly remove my name permanently from the list of members and also consider me to no longer be a part of the Rhema Gospel Assembly.
  10. I have given this matter considerable thought and I understand what you consider "the consequences of my action". My resignation should be processed with immediate effect without any waiting periods. It was a nice experience to be able to associate with the Church for so long. I was blessed to have the opportunity to be part of this wonderful assembly.
  11. Sincerely,
  12. Kathleen Houston

Sample Society Membership Resignation Letter

  1. From,
  2. Kathleen Houston
  3. 421 Pike Street, San Diego, California 92111

  4. Date: 8th September 2020
  5. To,
  6. The Secretary,
  7. California Women Society
  8. Subject: Society Membership Resignation Letter
  9. Dear [Sir/Madam],
  10. It is with sincere regret that I am obliged to tender my resignation from the membership of California Women Society, on account of my failing health condition. Over the past few months, I find it nearly impossible to continue as an active member of this prestigious society that I love so much.
  11. I am hereby offering my resignation letter with immediate effect.
  12. Please be assured of my appreciation for being a member of the society for such a long time. Convey my best wishes to all worthy members of society.
  13. Sincerely,
  14. Kathleen Houston
  15. [Signature]

Free Templates of Membership Cancellation Letter

Free Club Membership Cancellation Letter Template

Free Club Membership Cancellation Letter Template
Free Club Membership Cancellation Letter Template

PDF Download Word Download

Free Gym Membership Cancellation Letter Template

Free Gym Membership Cancellation Letter Template
Free Gym Membership Cancellation Letter Template

PDF Download Word Download

Free Church Membership Removal Letter Template

Free Church Membership Removal Letter Template
Free Church Membership Removal Letter Template

PDF Download Word Download

Free Society Membership Resignation Letter Template

Free Society Membership Resignation Letter Template
Free Society Membership Resignation Letter Template

PDF Download Word Download

Membership Cancellation Letter Examples in PDF Format

  1. Free Club Membership Cancellation Letter Template in PDF
  2. Free Gym Membership Cancellation Letter Template in PDF
  3. Free Church Membership Removal Letter Template in PDF
  4. Free Society Membership Resignation Letter Template in PDF

Membership Cancellation Letter Examples in Word (Doc) Format

  1. Free Club Membership Cancellation Letter Template in Word
  2. Free Gym Membership Cancellation Letter Template in Word
  3. Free Church Membership Removal Letter Template in Word
  4. Free Society Membership Resignation Letter Template in Word


Membership cancellation letters must be written in a polite tone because you a demanding an action to be carried out based on your request. Make it short but detailed and ensure there are no spellings or punctuation errors.

The name and address included must be legally approved and your signature must also be authentic. Ensure you've made up your mind about withdrawing your membership rights before sending the letter as there will be no turning back once you do that. You are also expected to state your reason for cancellation.

Clubs and companies value the opinion of their customers and the reasons for membership cancellation in this type of letter are used to improve their service going forward. So, ensure you state your reasons clearly as it can help a club or company provide better service going forward.

This is an important letter, so ensured it is addressed to the correct body.

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