5 Great Cancellation Email Templates To Copy & Paste

Ending a subscription or service can be a tricky conversation to navigate.

We're breaking down five types of cancellation emails to help you handle these moments with clarity and confidence.

Using a template takes the guesswork out of what to say, ensuring your message is clear and professional every time.

Tips for Writing Cancellation Emails

• Be direct. Your subject line and first sentence should clearly state that the subscription has been canceled. No need to bury the lede. A subject like, “Confirmation of your cancellation” is clear and helpful.
• Confirm the details. State exactly which service or plan is canceled and the final date of access. This clarity prevents follow-up questions and gives the user peace of mind.
• Offer a path back, not a plea. Instead of a hard sell, you could mention the option to pause their account or suggest a different plan that might be a better fit. It’s about empowering them with choices, not pressuring them.
• Ask for feedback gracefully. A simple, optional question like, “Mind sharing why you're leaving?” can provide valuable insight. A one-click survey is even better—it respects their time while still gathering information.
• End on a good note. Thank them for their time with you and let them know the door is always open. A simple, “We hope to see you again” leaves a positive final impression.

Types of Cancellation Email Templates We Will Cover

1. Subscription Cancellation Email Template
2. Appointment Cancellation Email Template
3. Order Cancellation Email Template
4. Event Cancellation Email Template
5. Membership Cancellation Email Template

5 Cancellation Email Templates

1) Subscription Cancellation Email Template

<template>

Subject: Your [*Product/Service Name*] subscription has been canceled

Hi [*Customer Name*],

This email confirms that your subscription to the [*Plan Name*] has been canceled. You will continue to have access to all features until your current billing period ends on [*End Date*].

We're sorry to see you go. If you change your mind, you can reactivate your subscription at any time. Should you just need a break, we also offer the option to pause your account instead.

We are always looking for ways to improve. If you have a moment, we'd appreciate hearing why you decided to cancel. You can share your feedback through our brief, one-question survey.

Thank you for being a part of our community. We hope to welcome you back in the future.

All the best,

The [*Company Name*] Team

</template>

2) Appointment Cancellation Email Template

<template>

Subject: Your appointment on [*Date*] has been canceled

Hi [*Customer Name*],

This email confirms that your [*Type of Appointment*] scheduled for [*Date*] at [*Time*] has been successfully canceled.

We understand plans change. If you'd like to find another time that works for you, feel free to reschedule through our booking page: [*Link to Booking Page*].

[*Optional: Add a sentence about your cancellation policy, e.g., "As per our policy, your deposit has been refunded."*]

We hope to see you soon.

All the best,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

3) Order Cancellation Email Template

<template>

Subject: Your order [*Order Number*] has been canceled

Hi [*Customer Name*],

This is to confirm that your order, [*Order Number*], has been successfully canceled. You will not be charged for this order.

We have processed a full refund of [*Amount*] to your original payment method. Please allow [*Number of Days*] business days for the refund to appear on your statement.

If you canceled by mistake or have changed your mind, you can simply place a new order for the items you wanted. We'd love to help if you have any questions about our products.

Thanks for considering us.

The [*Company Name*] Team

</template>

4) Event Cancellation Email Template

<template>

Subject: Cancellation of the [*Event Name*] event

Hi [*Attendee Name*],

We're writing to inform you that the [*Event Name*], originally scheduled for [*Event Date*], has been canceled. We sincerely apologize for any inconvenience this may cause.

A full refund of [*Ticket Price*] has been issued to your original payment method. Please allow [*Number of Days*] business days for the transaction to appear on your statement.

We were looking forward to hosting you and are disappointed we won't be able to connect at this time. We are planning more events in the future and will let you know as soon as details are available.

Thank you for your understanding.

All the best,

[*Your Name*]

[*Your Position*]

[*Company/Organization Name*]

</template>

5) Membership Cancellation Email Template

<template>

Subject: Your [*Membership Program Name*] membership is canceled

Hi [*Member Name*],

This email confirms your membership to [*Membership Program Name*] has been canceled. We're sorry to see you go.

You will have access to all membership benefits, including [*mention a key benefit, e.g., our private community, exclusive content*], until your current billing period ends on [*End Date*].

We are always looking to improve the experience for our members. If you have a moment, we'd appreciate hearing why you decided to leave. Your feedback helps us make our community better.

Should you wish to rejoin us in the future, you can reactivate your membership at any time. We'd be happy to welcome you back.

Thank you for being a part of our community.

All the best,

[*Your Name*]

[*Your Position*]

[*Company/Organization Name*]

</template>

What About Using Flodesk?

Sending the right message at every stage of your customer's experience, including cancellations, is key. Flodesk provides the tools to design and automate all your emails, ensuring every message reflects your brand's quality.

Our intuitive builder lets you create on-brand emails for any scenario, from welcome sequences to cancellation confirmations, without any coding. See how simple email marketing can be and start your free trial today.

Wrapping Up

Navigating the end of a customer relationship requires clear and thoughtful communication. The templates above offer a starting point for handling these moments professionally.

Flodesk gives you the tools to design and send emails that reflect your brand's identity for any scenario. You can automate your communications, from welcomes to cancellations, ensuring a consistent experience for your audience at Flodesk.