We often write letters to sellers to request that they cancel an order. An order cancellation letter is a formal communication that should state its purpose clearly and concisely.
There are numerous situations in which we may need to request the cancellation of an order. For example, we may realize that we have ordered the wrong item. However, cancellation can cause inconvenience to the seller. Therefore, the letter should be clear and courteous.
Mention the Order Details
A company may handle many customers and orders in a single day. Providing the order details helps the seller identify your purchase and process your request. A unique order number is usually assigned to your purchase when you place the order. Mention that order number so that the customer service representative can easily locate it.
Mention the Reason
Tell the reader why you want to cancel the order. Cancellation may be more complicated once an order has been processed or shipped, so make your request promptly. Acknowledge any inconvenience where appropriate and thank the reader for considering your request.
Keep it Concise
Make sure that the letter is short and to the point, including only the information needed to address your request.
Sample Letter #1
Subject: Request to Cancel Order [Order Number]
Dear Sir/Madam,
We are writing to request the cancellation of order [Order Number], placed on 17 August 20XX. A considerable amount of time has passed since we placed the order, but it has not yet been fulfilled. We also sent you several emails to inquire about the order status, but we have not received a satisfactory response. Because of this delay, we have decided to cancel the order and place a new order with another seller.
Please cancel the order before it is shipped. If it has already been dispatched, please let us know the steps required to arrange its cancellation or return.
We request that you confirm the cancellation and process a refund of our payment. Thank you for your consideration. We look forward to hearing from you soon.
Sample Letter #2
Subject: Request to Cancel Order [36463]
Dear Sir/Madam,
I am writing to request the cancellation of order [36463], which I placed on 2 September 20XX. I have decided to cancel this order because I have realized that the size I ordered is incorrect. I would like to place a new order for the correct size. I apologize for any inconvenience this request may cause.
Since I have already paid for the order, I would appreciate a refund. Alternatively, if a refund cannot be processed, I would be willing to accept a store credit voucher to use toward my replacement order.
I would be grateful for a prompt response and confirmation of the cancellation. If you need any further information, please contact me at [Contact Details]. I look forward to hearing from you.
