The Cancellation And Refund Letter is a crucial document used in Indonesian business transactions when a party needs to formally terminate a service, product purchase, or agreement while requesting a refund. It operates within the framework of Indonesian Consumer Protection Law (Law No. 8 of 1999) and the Civil Code (KUHPerdata), requiring specific elements to ensure legal validity. This document is particularly important in the current digital commerce environment, where it provides a formal paper trail for cancellation requests and refund processes. It should include essential details such as transaction information, reason for cancellation, refund amount requested, and preferred refund method, while adhering to local regulatory requirements for such communications. The document serves multiple purposes: it initiates the cancellation process, formally requests a refund, and creates a documented record of the request for both parties' protection.
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1. Sender Details: Full name, address, and contact information of the person/entity requesting the cancellation
2. Recipient Details: Full name, address, and contact information of the company/service provider
3. Date: Date when the letter is written
4. Reference Information: Order number, account number, or any relevant transaction identifiers
5. Subject Line: Clear indication that this is a cancellation and refund request
6. Transaction Details: Original purchase date, amount paid, and service/product description
7. Cancellation Statement: Clear statement of intent to cancel and reason for cancellation
8. Refund Request: Specific amount requested for refund and preferred refund method
9. Timeline Request: Expected timeframe for processing the refund as per applicable regulations
10. Closing: Professional closing statement with signature and full name
1. Partial Cancellation Details: Used when only cancelling part of an order or service, specifying which components are being cancelled
2. Special Circumstances: Additional explanation section when cancellation is due to extraordinary circumstances like force majeure
3. Previous Communication Reference: Include when there have been prior attempts to cancel or communicate about the issue
4. Urgency Statement: When expedited processing is required, explaining the reason for urgency
5. Alternative Resolution: Proposed alternative solutions if full cancellation/refund is not possible
1. Proof of Payment: Copies of original payment receipts or transaction confirmations
2. Communication Records: Copies of relevant previous correspondence regarding the transaction
3. Terms and Conditions: Relevant sections of original agreement supporting cancellation rights
4. Supporting Documentation: Any additional documents supporting the cancellation reason (e.g., medical certificates, travel restrictions)
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