3 Must-Use Vacation Cancellation Letter Templates

Creating a vacation cancellation letter involves clearly stating your intention to cancel your booking, providing necessary booking details, and, if applicable, requesting a refund or applying for a cancellation insurance claim. Each template will cater to a different context: a hotel booking, a tour package, and a flight reservation.

Template 1: Hotel Booking Cancellation



Subject: Cancellation of Reservation [Your Reservation Number] for [Your Arrival Date]

Dear [Hotel Name] Management,

I hope this message finds you well. I am writing to inform you of my decision to cancel my upcoming reservation at [Hotel Name], originally scheduled for [Arrival Date] through [Departure Date]. The reservation is under the name [Your Name], and the confirmation number is [Your Reservation Number].

Due to [Reason for Cancellation], I find myself in the unfortunate position of having to cancel my planned stay. I have thoroughly enjoyed my previous visits (if applicable) and am disappointed that I will not be able to proceed as planned.


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I kindly request that you process the cancellation of my booking. According to your cancellation policy, I believe I am eligible for a full/partial refund. I would appreciate it if you could confirm the cancellation of my reservation and inform me about the refund process. My booking was made using [Payment Method], and I am including my contact information below for your convenience.

[Your Contact Information]

I regret any inconvenience my cancellation may cause and hope to have the opportunity to visit your establishment in the future under more favorable circumstances. Thank you in advance for your understanding and assistance.

Sincerely, 

[Your Name]


Template 2: Tour Package Cancellation

Subject: Request for Cancellation of Tour Package Booking [Booking Reference Number]

Dear [Tour Operator Name],

I am writing to request the cancellation of my tour package booked for [Tour Start Date], under the booking reference number [Booking Reference Number]. The booking is in the name of [Your Name], and the package includes [brief description of what the package includes].

Unfortunately, due to [Reason for Cancellation], I am unable to proceed with my planned trip. This decision was not made lightly, and I had been looking forward to the experience.

Given these circumstances, I kindly request that you process the cancellation of my tour package. I am aware of your cancellation policy and understand the terms regarding refunds. Please advise on the next steps for processing a refund or credit towards future travel, as applicable.

For your reference, my contact information is as follows:

[Your Contact Information]

I appreciate your understanding and cooperation in this matter. I hope to be able to book a tour with your company in the future when circumstances allow.

Thank you for your prompt attention to this matter.

Warm regards, 

[Your Name]


Template 3: Flight Reservation Cancellation

Subject: Flight Cancellation Request [Booking Reference/Confirmation Number]

Dear [Airline Name] Customer Service,

I am contacting you to request the cancellation of my flight booking with [Airline Name], scheduled for [Flight Date]. The booking reference is [Booking Reference Number], and the flight number is [Flight Number], from [Departure City/Airport] to [Arrival City/Airport].

The need to cancel my flight arises from [Reason for Cancellation], a situation beyond my control. I have reviewed your airline’s cancellation policy and am writing to formally request the cancellation of my ticket and, if possible, to inquire about the eligibility for a refund or travel credit.

Please let me know the necessary steps to finalize this cancellation and the details regarding any potential refund or credit. For your convenience, I have provided my contact details below:

[Your Contact Information]

I regret any inconvenience caused by this cancellation and thank you for your understanding and assistance in this matter. I look forward to flying with [Airline Name] in the future under better circumstances.

Best regards, 

[Your Name]


Each template can be adjusted based on the specific details of your situation, such as the cancellation policy in effect, the method of payment used, and personal information. 

Always check the cancellation policy of the service provider to align your request accordingly and include any documentation that may support your cancellation request

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