Gym Cancellation Letter – Template and Example

A gym cancellation letter is a letter in which the writer requests the cancellation of his gym contract. Gym membership contracts can be a bit difficult to cancel. If you want to cancel your membership, you need to write a gym cancellation letter and make sure it is delivered to the gym in time to meet the required notice period. You also need to make sure your letter contains details about your gym membership contract.

In this article, you will learn about the essential items to include in your gym cancellation letter. You will also learn how to write your gym cancellation letter. We provide a format for this letter and a sample letter demonstrating the format’s use.

What You Need to Know Before You Write

You will need to call your gym for the following.

  • The name of the individual responsible for gym membership cancellations
  • If you need to complete any forms to cancel your membership

If you must complete any forms, pick these up at the gym or have them mailed to you.

You can find the following information in your contract.

  • Your membership contract number
  • The required notice period for cancellation
  • Fee for early cancellation if applicable

Most gyms require a 30 to a 45-day notice to cancel a membership.

Essential Items to Include in Your Gym Cancellation Letter

  • Your name
  • Your contract number
  • The date you signed the contract
  • Reference to the required notice period
  • Reference to early cancellation qualification if any
  • Reference to any completed forms you enclose
  • Reference to enclosed fee payment if applicable
  • Request for written confirmation
  • Your contact information

How to Write Your Letter

Begin your letter with a formal greeting.

Address your letter directly to the individual who is responsible for gym contract cancellations. Especially if you belong to a gym with multiple locations, make sure your letter gets to the right person to avoid delays in the cancellation process. Begin your letter with Dear {individual’s name} followed by a colon.

State your intent to cancel your membership.

In the first paragraph of your letter, state your intent to cancel your membership. Include your membership contract number and the date you signed the contract.

Refer to your contract and any enclosures.

The second paragraph in your letter is where you should refer to your contract. For example, if you qualify for an early cancellation, refer to the clause under which you qualify. Most gyms require a one-year membership before you can cancel. If your membership is eligible for cancellation on a certain date, reference that information. Also, refer to any forms or payments you are enclosing with your cancellation letter.

Offer your contact information.

Use the final paragraph of your letter to provide your contact information. Offer more than one method for the gym to contact you. Your phone number and your email address are both good methods of contact.

Mail your letter early. Send your letter via certified mail and send any required forms with it. This provides proof of the date the gym received it.

Gym Cancellation Letter Format

{your name}

{your address}


{recipient name}

{recipient address}

Dear {recipient name}:

This letter serves as formal notice of my intent to cancel my gym membership contract number {number}, dated {date}.

{State here the reason your membership is eligible for cancellation. Refer to your contract and any enclosures.}

I expect to receive written confirmation of my cancellation within 30 days. If you have any questions, please contact me at {your contact information}. Thank you for your prompt attention to this matter.


(your signature}

{your name}

Sample Gym Cancellation Letter

John Matkins

4568 West 269 E. Ave.

Tulsa, OK 74996

November 15, 2030

Mr. Chuck Stevens

Master Fitness Gym

2068 East Elysium

Tulsa, OK 74996

Dear Mr. Stevens:

My name is John Matkins, and I am writing to give formal notice of my intent to cancel my gym membership contract number 547682, which I signed on January 2, 2030.

My membership is eligible for cancellation on January 2, 2031. Please consider this as my official 30-day notice of cancellation, per my contract. There is no fee for cancellation at this time. I have enclosed the required membership cancellation form, dated today.

Please send written confirmation of my cancellation within 30 days. If you have any questions, you can contact me at (768) 334-5897 or [email protected] Thank you for your assistance with my cancellation.


John Matkins

John Matkins

Gym Cancellation Letter (Word Template)

Gym Cancellation Letter (Word Template)

Key Points:

  • Send your letter early, via certified mail
  • Include your name, membership contract number, and contract date
  • Refer to the contract in your letter
  • Mention any enclosures
  • Request written confirmation
  • Provide your contact information

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