Last revision: 03/08/2023
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This Letter to Customers Regarding Cancelled Event can be used by a business that has had to cancel an event, tour or booking.
The letter allows the business to notify customers that the event is cancelled, and to convey the business's regret that this has happened. It enables the business to provide some explanation to customers, and to offer some kind of resolution (such as a refund, postponement, or credit voucher).
By being proactive with this matter, and communicating clearly with customers, businesses are able to stay on good terms with their customers. This can reduce the risk of reputation damage for the business, and it can increase the likelihood that customers will stay loyal to the business.
How to use this letter
It is important that before sending this letter, the business considers their obligations under their terms and conditions or the contract between them and their customers. In addition, they will need to consider their obligations under relevant Philippine laws. If in doubt, seek legal advice.
Use this letter to notify customers that an event has had to be cancelled. If possible, provide some further details when prompted, to help customers understand the nature of the situation.
If the sender of the letter wants to provide some kind of resolution (such as a full or partial refund, a credit voucher, or the option to participate in a later event) these details can be entered when prompted.
Once the letter has been completed, it can be printed and signed, and mailed to customers, or it can be emailed to customers.
Before sending the letter, some businesses (especially smaller businesses that only have a handful of customers) like to phone the customers as a courtesy, to discuss the matter.
The general laws on contracts and obligations found in the Civil Code of the Philippines is applicable.
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Other names for the document: Notice to Customers of Event Cancellation, Cancelled Event Letter, Letter To Clients - Cancelled Event, Letter To Customers - Cancelled Event, Cancelled Tour Letter