Below is a sample trip cancellation letter. It should be written in formal business style and sent by certified mail with a return request. Since there may be a deadline for the trip cancellation, a return request will prove that the letter was sent and received on time.
Sample Trip Cancellation Letter
9087 Simmons Lane
Chillicothe, Ohio 45601
February 14, 2019
ABC Travel Corporation
8734 Main Street
Columbus, Ohio 43215
The trip scheduled for March 30, 2019 to Hawaii, for me and four guests, needs to be cancelled. While we were hopeful for a nice getaway, we are going to be unable to go due to a medical problem.
I have been under my doctor’s care due to a recent back injury and this will prohibit me from going on any trips. I have attached the doctor’s report and official letter placing me off work for your records.
My policy number on my travelers insurance is 9876-0987-0134-4567. The policy states that I am entitled to a reimbursement of the total cost minus a $200 deductible.
I would appreciate if this payment would be sent to my home address, which is listed above. I am responding within the 30 days required to allow for full reimbursement of these funds.
I apologize for any inconvenience this may have caused and do wish to take our trip at a later date. However; due to my back condition, I will not be able to make the trip across the country.
If you have any questions, please feel free to contact me anytime on my cellular phone at 334-890-4567. I can also be reached by email at firstname.lastname@example.org.