The Booking Cancellation Letter is a crucial document used in Malaysian business operations to formally terminate a booking arrangement. This document is essential when a customer or business needs to cancel services, accommodations, or appointments that were previously reserved. The letter serves multiple purposes: it provides written evidence of the cancellation request, helps prevent disputes, and can be used to initiate refund processes where applicable. Under Malaysian law, particularly the Contracts Act 1950 and Consumer Protection Act 1999, having a formal written cancellation helps protect both parties' rights and obligations. The document should be used whenever there's a need to cancel any type of booking, whether for business or personal purposes, and should include all relevant booking details, cancellation reasons, and any requests for refunds or further actions.
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1. Sender's Details: Full name, address, and contact information of the person/entity cancelling the booking
2. Recipient's Details: Name and address of the business/service provider
3. Date: Current date of the cancellation letter
4. Booking Reference: Clear identification of the booking being cancelled, including booking number and date
5. Cancellation Statement: Clear and unambiguous statement of intention to cancel the booking
6. Booking Details: Original booking information including service type, dates, and amounts paid
7. Reason for Cancellation: Brief explanation of the cancellation reason
8. Action Required: Clear statement of what is expected from the recipient (e.g., confirmation of cancellation, refund processing)
9. Closing: Professional closing statement, signature, and full name of sender
1. Refund Request: Details of refund request including amount and preferred method - include when a refund is applicable under the booking terms
2. Force Majeure Declaration: Statement declaring circumstances beyond control - include when cancellation is due to extraordinary circumstances
3. Previous Communications Reference: Reference to prior conversations or correspondence - include when there have been previous discussions about the cancellation
4. Legal Rights Reference: Reference to specific consumer rights or booking terms - include when there might be a dispute about cancellation terms
5. Urgency Statement: Statement indicating time sensitivity - include when immediate attention is required
1. Original Booking Confirmation: Copy of the original booking confirmation document
2. Payment Evidence: Proof of payments made for the booking
3. Terms and Conditions: Relevant sections of the booking terms and conditions relating to cancellation
4. Refund Calculation: Detailed breakdown of refund calculation if applicable
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