Cancelation Email Example for Travel and Hospitality

It is best to send a cancellation email as soon as you have made the decision to cancel your travel or hospitality reservation. This gives the company enough time to make necessary changes and ensures that you can receive any refunds or credits you are entitled to.

In a cancellation email, you should include relevant details such as your name, reservation number or booking reference, date of the reservation, and the reason for cancellation. It is also helpful to provide any supporting documentation or evidence, such as a doctor's note if canceling for medical reasons.

It is best to address the recipient by their name, if known, or by a generic greeting such as "Dear [Company Name] Team" or "To Whom It May Concern." This shows professionalism and respect towards the recipient.

Providing a brief explanation for the reason behind the cancellation can be helpful, especially if it is due to extenuating circumstances or unforeseen events. However, it is not always necessary to provide a detailed explanation, particularly if the reason is personal or private.

If you need to cancel a reservation last minute, it is best to contact the company directly via phone in addition to sending a cancellation email. This ensures that they receive the information promptly and can make necessary arrangements or offer any available alternatives.

Refund or credit policies may vary depending on the company and the specific terms and conditions of your reservation. In your cancellation email, you can inquire about the company's refund or credit policy and request a refund or credit if applicable. Providing any supporting documentation or evidence, such as a travel insurance claim, can strengthen your case for receiving a refund or credit.