The reasons for the cancellation of a trip might be many, either you changed your mind about the destination or there was a change in schedule or something important came up which you can’t ignore. It is necessary to convey the specific reason for cancellation to the specific company that was handling your bookings or reservations or airline tickets, etc.
The best way to convey the message for cancellation is in the form of a written letter. This trip cancellation letter can be sent to the concerned airlines or to the travel agency handling all the bookings. The main focus of the letter is in the nature of its finality for the cancellation so it must not leave any room for misunderstanding or miscommunication between the customers and the travel agency or airlines. The reason for the cancellation of the trip must be mentioned clearly in the letter and it must be written with enough advance notice so as to make sure that the agency has ample amount of time to change the bookings and incur minimum losses.
Tips to write a Trip Cancellation Letter
- The letter should be formal and brief.
- The letter must clearly mention any trip related information that might be required by the company to locate your bookings.
- The reason for the cancellation of the trip must be mentioned clearly.
- The letter should b sent well in advance before the trip.
Template
Use our free Trip Cancellation Letter to help you get started.
From,
____________ (name of the sender)
____________ (address of the sender)
____________
Date: __________ (date on which the letter was issued)
To,
___________ (name of the recipient)
___________ (post of the recipient and the name of the company)
___________ (address of the company)
Subject: Cancellation of the trip scheduled for _________ (mention the date on which the trip was supposed to start)
Dear ___________ (name of recipient),
It is with deep regrets that I have to inform you that the trip scheduled for ________ (the date for the trip) to ________ (the destination) for me and ________ (number of guests) needs to be cancelled. While we were very much looking forwards to the vacation, we would be unable to make it due to ________________ (mention the reason for the cancellation).
According to your cancellation policies, I am entitled to ____________________ (mention any refund policies that the company has). I would appreciate it if the payment would be sent to ________________ (provide the mode of refund that you would appreciate). In case of any queries, please contact me on ____________ (provide your contact details).
I apologize for any inconvenience that this may have caused and await for your response.
Thank you.
Yours sincerely,
___________ (name of the sender)
Sample Letter
From,
Marlin Erickson
72, Jouslin Street
Atlanta
Date: March 15th, 2016
To,
Louis Stangard
Senior Customer Relations, Goodtimes Travel Agency
Atlanta
Subject: Cancellation of the trip scheduled for April 20th, 2016
Dear Mr. Stangard,
It is with deep regrets that I have to inform you that the trip scheduled for April 20th, 2016, to Malibu for me and 3 other guests of mine, needs to be cancelled. While we were very much looking forwards to the vacation, we would be unable to make it due to the poor medical condition of one of my guests.
According to your cancellation policies, I am entitled to a reimbursement of the total cost minus a deductible $250. I would appreciate it if the payment would be sent to my bank account, the details of which I have attached along with this letter. In case of any queries, please contact me on 575-8793.
I apologize for any inconvenience that this may have caused and await for your response.
Thank you.
Yours sincerely,
Marlin Erickson
Email Format
The following is the Email format that should be followed while writing a Trip Cancellation Letter.
To: name@email.com
From: name@email.com
Subject: Cancellation of the trip scheduled for April 20th, 2016
Subject: Cancellation of the trip scheduled for _________ (mention the date on which the trip was supposed to start)
Dear ___________ (name of recipient),
It is with deep regrets that I have to inform you that the trip scheduled for ________ (the date for the trip) to ________ (the destination) for me and ________ (number of guests) needs to be cancelled. While we were very much looking forwards to the vacation, we would be unable to make it due to ________________ (mention the reason for the cancellation).
According to your cancellation policies, I am entitled to ____________________ (mention any refund policies that the company has). I would appreciate it if the payment would be sent to ________________ (provide the mode of refund that you would appreciate). In case of any queries, please contact me on ____________ (provide your contact details).
I apologize for any inconvenience that this may have caused and await for your response.
Thank you.
Yours sincerely,
___________ (name of the sender)