How to Write a Letter to Cancel a Purchase Order Without Penalty

Written by natalie smith
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How to Write a Letter to Cancel a Purchase Order Without Penalty
Cancelling an order before it's prepared requires speed and clarity. (Jupiterimages/ Images)

You ordered the wrong parts and now you need to cancel the purchase order. Speed is of the essence: You must cancel the order before it's processed, or the manufacturer will charge you a fee to restock the items or make you pay return shipping. Call the manufacturer's customer service department first to attempt to cancel the order. If you have an extensive order or list of parts, however, the manufacturer may ask you to mail or fax a letter with a list of items to cancel.

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  1. 1

    Obtain a piece of your company's letterhead, if applicable. This gives your cancellation request credibility.

  2. 2

    State on the letterhead that you need to cancel part or all of your order. Give the date of the order and the order number.

  3. 3

    List the items and quantities that you need to cancel. Give part numbers, if applicable.

  4. 4

    Close by thanking the recipient for his time. Apologise for the inconvenience. Give your contact information in case he needs to get in touch with you about the order.

  5. 5

    Fax the letter if the company's customer service department has a fax number. If not, mail it to the customer service department via the United States Postal Service's Priority or Express Mail, or through another mail service with similar options. The United States Postal Service guarantees two to three days for Priority Mail and overnight delivery for Express Mail in most locations. Choose the service that allows you to cancel the order before it goes through.

  6. 6

    Follow up with a phone call to make sure that the company cancelled the order. If it wasn't able to cancel the order, find out how you can return the items and if the restocking penalty can be waived.

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