Order Cancellation Letter Example (+ Tips and Template)

Certain circumstances may force you to cancel your order, such as when the delivery date changes, you don’t need the ordered item anymore, or the product is delivered to the wrong address. When this happens, you will need to inform your supplier by contacting their customer service agent or sending an order cancellation letter.

An Order Cancellation Letter is a document sent to a supplier or vendor requesting the termination or cancellation of an order you submitted to them. Some businesses have a cancellation policy, which you should ask about and follow to the letter.

Do you wish to cancel an order you made with a supplier? Here are some guidelines and example letters to help you do that.

Why Is an Order Cancellation Letter Important?

Unknown to many people, a purchase order is designed to be a legally binding contract between you as the customer and the seller. You could face serious consequences, including a lawsuit if you refuse to pay for ordered goods when you didn’t cancel the order. As such, an Order Cancellation Letter can protect you from liability in a lawsuit by acting as evidence that you canceled the order.

Components of an Order Cancellation Letter

Canceling an order can become a long and tedious process if you don’t know what you are doing. Rather than have one letter that communicates your intent, you may find yourself in a back-and-forth conversation with the supplier because you failed to include some details. To prevent this, you should make sure your letter includes the following key details:

  • Your or your companies name
  • The order number
  • The order date
  • The salesperson’s name, if any.
  • A list of canceled items
  • Your reason for the cancellation
  • Copies of any receipts, invoices, or purchase orders involved in the order
  • Your contact information

Writing Tips for an Order Cancellation Letter

One of the most common reasons people cancel their orders is that they changed their minds. Others do it because of long delivery timeframes, high shipping costs, or unfavorable return policies. Whatever your reason is for canceling an order, you can make the process more efficient by following these tips:

  • Always include essential details, including your name, the order number, and the order date.
  • Identify yourself in the first paragraph to help the supplier locate your order faster.
  • Include the sizes, colors, quantity, and reference number of the items in the order you are canceling.
  • Give the reader a reason for the cancellation.
  • Use a professional and courteous tone.
  • Attach supporting documents such as receipts and invoices
  • • Keep your cancellation letter short and to the point.

Order Cancellation Letter Format

{Date}

{Supplier’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Cancellation of {Order Number}

Dear {Mr./Mrs./Ms. Last Name},

This is in regard to the purchase order {order number} dated {date you made the order}, mad through {salesperson’s name}. Due to {give a reason for canceling your order}, I am requesting that the order be canceled immediately.

The list of the order items is:

{List the ordered items, their prices, and order reference numbers}

As per your policy, {mention the supplier’s cancellation policy and that you have followed it}. I will also be expecting a refund of {amount} by {date}.

I am sorry for the inconvenience caused.

Sincerely,

{Your Name}

Sample Order Cancellation Letter

24 February 2031

Yuri Glassman

High Tech Suppliers Ltd.

302 Salisbury Road

New York City, NY 50078

Re: Cancellation of Order No. HTSL002/2031

Dear Mr. Glassman,

I ordered 20 Techno office issue phones on 23 February 2031, to be supplied to ABC Company by 30 February 2031. I am writing to cancel that order, Order No. HTSL002/2031, on behalf of the company as the acquisitions manager, had made a similar purchase from your company two days ago, which I didn’t know at the time.

I understand that your policy allows cancellations as long as they are done three days within the order. As it is only the second day, I request that you kindly treat our order as canceled. Please note that ABC Company shall refuse the goods, if delivered, because of this cancellation.

Thank you for your time and consideration.

Sincerely,

Cecily Brighton

Order Cancellation Letter (Word Template)

Order Cancellation Letter (Word Template)

Final Thoughts

An order cancellation letter is a great tool to have in your business plan when you don’t wish to move forward with an order. When drafting it, use the format provided in this article and write in a professional and courteous tone. Remember to provide the reader with all the information they need to cancel the order and a way to reach you for further communication.

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