Letter or Email to Supplier to Cancel Purchase Order (Sample)

Letter of Cancellation of Order: How to Write a Professional and Effective One

As a business owner, you will inevitably have to deal with customer cancellations at some point. While it can be disappointing to lose a potential sale, it is essential to handle the situation with professionalism and provide your customers with excellent customer service, even when they are cancelling an order. In this article, we will discuss how to write a professional and effective letter of cancellation of an order that can help you maintain a positive relationship with your customers and boost your business reputation.

Understanding the Purpose of a Letter of Cancellation of Order

Before we dive into the details of writing a letter of cancellation of the order, it is essential to understand the letter’s purpose. The letter formally announces to the customer that their order has been cancelled. It should include a clear explanation of why the cancellation occurs and any next steps the customer needs to take. Additionally, the letter should reflect the tone of your brand and show your commitment to excellent customer service.

Writing the Letter of Cancellation of Order: Tips and Sample Format

Now that we understand the purpose of the letter let’s dive into how to write an effective letter of cancellation of the order. Here are some tips to help you get started:

1. Start with a Clear Statement

Begin the letter with a clear statement acknowledging the customer’s request for cancellation. This statement should be concise and to the point. Here’s an example:

Dear [Customer Name],

We have received your request to cancel your order for [Product/Service Name]. We are sorry to hear that you have decided to cancel your order, and we want to ensure you have all the information you need to proceed.

2. Explain the Reason for Cancellation

In the next paragraph, provide a clear explanation for why the cancellation is taking place. This could be due to various reasons, such as out-of-stock items, delivery delays, or changes in the customer’s circumstances. Whatever the reason, be transparent and empathetic in your explanation. Here’s an example:

Unfortunately, we are currently out of stock for the product you ordered and have yet to confirm a confirmed date for when it will be available. We understand this is not ideal, and we want to apologize for any inconvenience this may have caused.

3. Offer Solutions or Alternatives

In the following paragraph, offer solutions or alternatives to the customer. This could include suggestions for similar products, discounts, or a timeline for when the product will be back in stock. This shows the customer that you are committed to providing excellent customer service and are willing to work with them to find a solution. Here’s an example:

As an alternative, we would like to offer you [Product/Service Name], which has similar features and benefits to the product you ordered. Alternatively, we can offer you a full refund for your order, or you can choose to wait until the product is back in stock. Please let us know which option you prefer; we will gladly assist you.

Express Gratitude and Encourage Future Business

Finally, end the letter positively by expressing gratitude for the customer’s business and encouraging future orders. This shows the customer that you value their business and are committed to providing excellent customer service. Here’s an example:

Once again, we apologize for the inconvenience this may have caused. We appreciate your understanding and hope you will continue considering us for your future needs. If you have any further questions or concerns, please do not hesitate to contact us.

Similar Post: Sample Cover Letter for Sending Enclosing Purchase Order PO

TEMPLATE #1

(How to cancel a purchase order with a supplier?)

Ref: ………………

Date: ……………..

To

(Name of the Contact Person)

(Name of the Supplier Business)

(Office Address)

(Phone Number)

Sub.: Cancellation of the purchase order

Dear …………..,

I regret to inform you that we are hereby cancelling the purchase order that we had placed with your company on (date). The purchase order was for (product or service) and the order number was (xxxx).

There were several reasons for this cancellation. Firstly, we were not satisfied with the quality of the product that you delivered to us. Secondly, the delivery was delayed by a week, which caused us immense inconvenience. Lastly, your prices were much higher than those of your competitors.

Given all these reasons, we have decided to cancel our purchase order and seek out another supplier who can provide us with a better quality product at a more reasonable price.

Thank you for your time and we hope that this decision causes minimal inconvenience to your company.

Thank you for your cooperation!

Yours faithfully,

For (Name of the Organisation),

 (Signature)

(Name of the Person)

(Designation)

TEMPLATE #2

(Write an email to the supplier to cancel your order.)

Dear …………..,

We regret to inform you that we have decided to cancel our order. Thank you for your time and effort in trying to accommodate our needs, but we have found another supplier that is more suited to our requirements. Again, thank you for your time and we hope to do business with you in the future.

I hope this does not cause too much of an inconvenience to you.

Thank you for your understanding in the matter!

Regards,

(Name of the Person)

(Designation)

(Organisation Name)

TEMPLATE #3

(Purchase order cancellation email.)

Dear …………..,

We regret to inform you that we are cancelling our purchase order for (product name). The reason for the cancellation is (explain the reason for the cancellation). We understand that this may cause some inconvenience and we apologize for any inconvenience caused. We hope to do business with you in the future.

Regards,

(Name of the Person)

(Designation)

(Organisation Name)

Conclusion

In conclusion, writing a letter of cancellation of an order can be challenging, but it is essential to follow the correct format to ensure the letter is effective. It is vital to keep the letter’s tone professional and polite while clearly stating the reason for cancellation and any relevant details, such as order numbers or dates.

Remember, writing a well-crafted letter of cancellation protects your rights as a customer and strengthens your relationship with the seller by showing that you respect their business practices and want to maintain a positive relationship.

Using the sample formats and tips outlined in this article, you can write a compelling letter of cancellation that effectively communicates your intentions while maintaining a professional tone. With this knowledge, you can confidently approach any situation where you need to cancel an order and ensure the process goes smoothly.

Thank you for reading, and we hope this article has been informative and helpful in guiding you through the process of writing a letter of cancellation of an order.