If you are cancelling your trip, use this sample trip cancellation letter as a template for your formal notification.
Trip Cancellation Letter Sample
Daryl Cox 9087 Simmons Lane Chillicothe, Ohio 45601
July 2, 2015
ABC Travel Corporation 8734 Main Street Columbus, Ohio 43215
The trip scheduled for August 30, 2015 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 614-890-4567. I can also be reached by email at firstname.lastname@example.org.