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The following documents can be copied and pasted into your word processor and easily modified to meet your specific needs. They should be used as a guide and modified to meet your company policies and procedures, including the laws in your state or country. If you feel uncomfortable making modifications to these documents and forms, please seek the advice of an attorney or accountant.
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Cancellation Request (Declined)
Dear Member,
We have received your recent letter concerning your cancellation request. In order to treat all of our members equitably, [State] law requires that all cancellation requests be in writing within [0] days from the date the contract was signed.
We have pulled your membership contract, and it clearly indicates that the membership term is for a minimum of twelve (12) months and renews automatically after the initial term on a month-to-month basis.
Because your request was received well beyond the [0] days cancellation period and is being handled by an outside billing company, we are sorry to inform you that your request must be denied and all payments are due and payable as detailed in your membership contract. The soonest a cancellation request could be made would be on [Date the contract expires]. Please submit such a request to [appropriate address here].
If you have notified your bank to discontinue your automatic payment arrangement, please contact your bank and instruct them to continue making the payments per your contract to avoid any late charges or credit reporting.
Thank you for your cooperation concerning this matter.
Sincerely,
[Company Name]
c.c. Member Services
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Cancellation Request (No Request Received)
Dear Member,
As per your request, enclosed please find a copy of your membership contract. I have highlighted the areas that should help you become more familiar with your membership and renewal.
As I mentioned to you on the phone, no such cancellation request has been received by you and all payments have continued as detailed in the agreement you signed.
If in fact, you would like to cancel your membership, please comply with the contract and send us a 30-day cancellation notice and return your membership card. If the card has been lost, please indicate so in your letter.
Upon receiving your request, we will instruct [billing company} to discontinue any further automatic payments.
Your prompt attention concerning this matter will be greatly appreciated.
Sincerely,
[Company Name]
c.c. Member Services
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