How to Write a Contract Termination Letter


Contracts are a daily fact of life. Individuals sign contracts for communications and utility services, gym memberships, purchase programs and in-home services such as lawn care and house cleaning. Businesses sign contracts with suppliers, service vendors, contract employees and clients. Most business contracts and many personal contracts require that the terminating party provide written notice of termination to the other party. Often, this notice must be delivered within a certain time frame, be delivered to a stated address and must supply specific information in order to be binding and valid.

1. Format your letter as a standard business letter. Your name and full mailing address should appear first, followed by the date on which you are writing the letter. Then write the recipient's address exactly as specified in the contract. If you are printing on letterhead that includes a pre-printed address, you may omit your address. Include a salutation such as "Dear Mary Smith" or "Dear Smithco."

2. State that you are canceling your contract and specify the contracted services. If you have a membership or account number, include that information. State the date on which the contract termination is effective. Explain that you are canceling as per the terms of your agreement and cite the contract when possible. For example, you may say "I am canceling the contract for my gym membership, member number 4444. As per the contract, I am providing 30 days advance notice, so the contract will terminate on (insert date)."

3. Give a reason for terminating the contract. This step is optional unless the contract specifies that a reason must be provided. However, including it may save questions later. Remain calm and professional. While you may be unhappy with the service you are canceling, it is better to say "I am canceling due to unsatisfactory service" rather than "I'm canceling because you're all a bunch of liars."

4. Address fees and outstanding balances. If you are canceling prior to the contract's expiration date and you expect to incur termination fees, state that you are including a check for the amount due or ask to be billed. Be sure to specify the amount due and, if writing a check, include the check number. If you are invoking a non-performance or other clause in order to terminate early without fees, clearly state your reasons for invoking and list any and all backup documentation you are providing with the letter.

5. Thank the company for addressing your termination promptly. If the relationship did not end badly, thank the company for its period of service; you never know when you might want to do business again.

6. Sign the letter. Include your full name and, if signing on behalf of a company, the name of the company and your position there.

7. Indicate any enclosures or attachments. Simply write the word "enclosures" one line below your signature block, then list the names of the documents enclosed.

8. Note distribution copies. If anyone other than the recipient will receive the letter, indicate this by noting "cc: (insert person's first initial and last name)." If you are writing the contract termination letter on behalf of a business, list "file" as a copy recipient (and to file a copy of the letter).

Comments

Post a Comment

Popular posts from this blog

Write a Effective Cover Letter

A cover letter tells the employer the type of position you're seeking and highlights the specific aspects of your experience that qualify you for a particular position. Your cover letter can explain things that your resume can't. If you have large gaps in your employment history because of school or you are reentering the job market or changing the focus of your career, a cover letter can explain these circumstances in a positive way. The cover letter should never, ever exceed one page, and it's best to keep it well under a full page. Be Sure to Include the Following: Include the position title (and number if provided) in the first paragraph of the cover letter (If e-mailing, make sure to include this information in the subject heading of your e-mail) Include your educational background (whether you are currently in an MBA program or have recently graduated from one) Make specific references to the company and indicate your knowledge of the company’s primary
Read more

Tips on How to Write a College Acceptance Letter

Study the tips given below to get an idea about writing a college acceptance letter to help you more. It is advisable that you write in your own style. You can use a modest tone, yet try to be serious. Always remember such letters need not be very long but should be meaningful. Mention the current date in your letter. Clearly state the purpose in the subject line in a concise manner. Start your letter writing with proper salutation or greeting. In the main paragraph let them know that you are informing them of your decision to accept their offer of enrolling in the specific program. Conclude your letter on a positive note such as with a sentence expressing your interest in the particular institution. Do not forget to express your gratitude for the selection committee or the institution for your selection at the end of the letter. You can also add your goal or dream about the program you have opted in the institution. Close your letter of college acceptance with the word “
Read more

Writing an Nomination Letter for an Award

Nominating a colleague for an award can be a large undertaking that requires a lot of thought and careful planning. Nominating your friend has many benefits, however. Someone from your business will be nominated, which makes your business look good and you will have practice writing a detailed case for an award, which helps your writing award nomination letter . In addition, your friend will remember the time and effort you went through to nominate her and later on she may nominate you when another award becomes available. Take special care to write a clear, convincing case for your nominee so she has the best chance of winning. 1. Read the award criteria carefully to make sure that your nominee is eligible. You will make yourself and the nominee look foolish if she doesn't meet the criteria for the award. 2. Brainstorm a list of reasons why your nominee should win the award. Focus on her achievements and the results of her work; awards committees want concrete details
Read more