Letter to a Gym About a Cancellation Fee

The question

How to approach this formal letter question

A formal letter goes to someone you do not know, such as a manager or a council. Use a polite, impersonal tone and cover every bullet point.

1. Open with "Dear Sir or Madam," and state your purpose in the first sentence.
2. Give one paragraph per bullet point with specific details.
3. Avoid contractions and slang; use polite requests (I would be grateful if...).
4. Close with "Yours faithfully," and your name.

How to plan this answer

Structure

1. Opening: 'Dear' and the gym manager's name, or 'Dear Sir or Madam', with a line stating that you want to cancel your membership.
2. Paragraph 2: explain the twelve-month contract, the date you joined and the date you moved to another city.
3. Paragraph 3: explain why the cancellation fee should not apply, referring to the terms or to your relocation.
4. Paragraph 4: request written confirmation of the cancellation and of any refund you are owed.
5. Closing: state when you expect a reply and sign off 'Yours faithfully'.

Points to cover

• Relocation: a job transfer to another city, with the date you moved and a note that the gym has no branch there.
• Terms: check whether the contract includes a relocation clause, which many gyms have, and ask them to apply it.
• Fairness: you have paid for three months in good faith, and you cannot use the membership in your new city.
• Evidence: a copy of your employer's letter confirming the transfer, which you are willing to send.
• Request: written confirmation that the membership is cancelled, the refund amount, and that no further direct debits will be taken.

Useful vocabulary

• I am writing to request the cancellation of: I am writing to request the cancellation of my membership.
• on a twelve-month contract: I joined your gym on a twelve-month contract in January.
• I relocated to: In March, I relocated to Leeds for work.
• a relocation clause: I believe the contract includes a relocation clause that applies in my case.
• in accordance with the terms of my contract: In accordance with the terms of my contract, I request that the fee be waived.
• I am unable to continue: I am unable to continue my membership from my new address.
• any refund due: Please confirm in writing any refund due to me.
• I would argue that: I would argue that the fee should not apply in these circumstances.
• I expect a response within: I expect a response within fourteen days.

Common mistakes

• Failing to give the move date and the reason for cancelling, which is the first bullet point.
• Saying the fee is unfair without naming a specific clause or circumstance that supports your case.
• Requesting cancellation without asking for written confirmation of the outcome.
• Using contractions such as 'can't' or 'they're' in a formal complaint.
• Taking an accusatory tone, such as calling the gym a scam, rather than setting out the facts.

Examiner tip: Quote the contract term and the move date, then ask for written confirmation of the refund or cancellation, which is the outcome you actually need.