How to Rescind a Business Letter
Are you not satisfied with the conduct of your service provider? Did any unforeseen financial problem force you to modify your plan? Do you want to ask other party for more? In the business world, you may find yourself in a situation where you need to rescind a business letter.
Writing an effective rescind letter is very important as any negligence can not only harm your relation with the other party but can damage your reputation in the market as well. You should inform your business partners well in time.
Mostly, it is believed that writing a rescind letter is a very tricky job but anybody can do this by keeping a couple of important things in mind.
Instructions
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1
First of all you need to do is knock on the right door. Find an appropriate person for such correspondence. Mostly the sales manager of the other company is addressed in such letters but sometimes the case is different. In such cases, the general manager of one company addresses the general manager of the other organisation.
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2
Quick action is the key to success. The moment you realise that you made a mistake, contact them and register your displeasure. Tell them clearly that you are rescinding the agreement which is described in the letter.
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3
Put your name and address in the top left corner of the paper followed by the date on which you are sending this letter. To mention the exact date is very important as it will be proof of this correspondence.
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4
After putting your information and date, you will put the recipient’s name and address followed by a proper salutation.
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5
Use “Dear” along with the last name of your recipient and if you do not know the addressee then use “To whom it may concern”.
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6
After greeting properly, you should open your letter with couple of courteous sentences. For example, “It is matter of great honour and pleasure that our companies have been enjoying an ideal business relationship for almost a decade”. However, do not drag the opening and come to the point without wasting time.
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7
Use your second paragraph to explain the main objective of this letter. There is no doubt in the fact that you should be direct and concise but you should choose your words and construct your sentences wisely.
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8
Give your addressee a solid reason for the change of plans. If they are responsible for this modification then you have the upper hand otherwise make them realise that you feel sorry for this inconvenience.
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9
Apologise in the last paragraph and provide your contact information. Close your letter with a proper greeting followed by your name and signatures.
