When writing a letter to cancel an order, it's essential to maintain a polite and professional tone while clearly stating the reason for cancellation and providing any necessary details such as the order number and refund process. Clarity and empathy are key to ensuring effective communication and maintaining a positive customer relationship.
Sample Letter to Customer Regarding Order Cancellation
To,
___________(Name of the Customer)
___________(Address)
Date: __/__/_____ (Date)
Subject: Cancellation of order number ___________ (mention)
Dear Sir/Madam,
My name is ___________ (Mention Name) and I am the _________ (Designation) of the ___________ (sales/support/other) department at ________________ (mention company) company.
I am writing this letter in reference to the order ________________ (mention order ID) that was made by your end on __/__/_____(date). We regret to inform you that we have to cancel that order due to _________________ (payment issue/ item out of stock/ server issues/ any other reason). Therefore, we have to cancel the order, if any amount is paid from your end, it will be refunded within ________ (mention duration – hours/ days).
We regret the inconvenience caused to you, you can try placing the order once again. If you have any questions or concerns regarding the same, please feel free to contact us at the below-mentioned contact details.
Regards,
_____________ (Designation)
_____________ (Company’s Name)
_____________ (Contact details)
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Kshitij Tarun 
Yukant Anand