Thus, the termination letter should indicate a schedule for the end of your service, it is even better to give a period of 30 days to terminate a contract. The letter must have a date on which the cancellation takes effect. If necessary, seek qualified advice prior to secondment. Date________ By, Mr. Mark Louis Address Contact information Date of letter. An, Mr. Sam Smith Event Manager Location Company Name Company Address Subject: Cancellation of our room reservation Dear Sir ___,,Our company, ABC Enterprises, booked the Four Seasons Hotel for our event on Sunday, May 4, 2017; From 12.m to 10 a.m.m. We regret to have to inform you that we have to cancel the room reservation, as an urgent meeting of the Board of Directors is scheduled for that day. We are aware that our deposit will not be refunded, as we cancel our reservation in the short term. .