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.
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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.
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.
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.
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;
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.
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)
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.
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.
Here is a simple format for writing a membership cancellation letter;
[Date]
To,
[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]
Here are samples of membership cancelation letter for different reasons;
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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.
I believe this guide has been helpful, so kindly share your thoughts.
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