How to Write a Termination Acceptance Letter

Instructions

• 1

  Starting the Letter: Sender’s Information
  
  This is the first step of the letter in which a sender mentions his/her name and other contact details on the top left corner of the page.
  
  (Sender’s Name)
  (Designation)
  (Company’s Name)
  (Company’s address)
  (City and Zip Code)

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• 2

  Date
  
  After leaving one line space, the sender mentions the date of sending the letter. The format according to which the date should be written is;
  
  DD/MM/YY.
• 3

  Recipient’s Information
  
  After mentioning the sender’s information, leave another space of one line. Now mention the recipient’s information the same way as was done for the sender.
  
  (Recipient’s Name)
  (Designation)
  (Company’s Name)
  (Company’s address)
  (City and Zip Code)
• 4

  Subject
  
  The subject of  every formal letter highlights its importance. For this reason, it should be written in bold and underlined.
• 5

  Salutation
  
  This is written under the subject after leaving one line space. The recipient of the letter is addressed in this part with words like Dear Sir or Dear Mr. / Ms. / Mrs. (Last Name).
• 6

  Content of the Letter
  
  Like many other formal letters, the content of this letter also comprises of 2 to 3 small paragraphs. In the very first part, a writer simply indicates the reason of sending the letter. The next part appreciates the other company for their involvement in the contract with a mention of mutual relations and common benefits. In the last part, the sender mentions any dues that may be outstanding which should be cleared by the recipient.
• 7

  Closing the letter
  
  Like most formal letters, this letter also needs to be concluded with a formal and courteous statement.
• 8

  Signing and Valedictions
  
  Leaving a few lines' space after the closing sentence, the sender ends his/her letter by thanking and writing appropriate valedictions such as Yours Sincerely, Yours Faithfully etc.
• 9

  Sample Termination Acceptance Letter
  
  Michael William
  CFO
  MDH Corporation
  21 East Bridge Lane
  New York, 10003
  
  Harry James
  CEO
  Tasty Foods
  105 Jacksonville Drive
  Jacksonville, FL 31606
  
  May 13, 2012
  
  Subject: CONTRACT TERMINATION ACCEPTANCE
  
  Dear Mr. James,
  
  This letter is in response to your termination letter of our contract (official code – 31/C) received on April 21, 2012.
  
  It is worth mentioning that MDH Corporation has always been delighted to partner with Tasty Foods and provide consumers quality products while thriving on mutual grounds. We take this opportunity to thank you for your services and hope to form a mutually beneficial partnership with you again.
  
  We are hereby sending you the details of our dues outstanding at your end. It is requested of you to please clear them before the contracted expires.
  
  We at MDH Corporation wish you the best of luck for any future business endeavors.
  
  Thanking You
  
  Yours sincerely,
  
  Michael William
  CFO
  MDH Corporation
• 10

  Template Termination Acceptance Letter
  
  (Sender’s Name)
  (Designation)
  (Company’s Name)
  (Company’s address)
  (City and Zip Code)
  
  (Recipient’s Name)
  (Designation)
  (Company’s Name)
  (Company’s address)
  (City and Zip Code)
  
  DD/MM/YY
  
  Subject: (MENTION THE SUBJECT BOLD AND UNDERLINED)
  
  Dear Mr./Ms. /Mrs. (LAST NAME),
  
  This letter is in response to (REASON FOR WRITING THE LETTER) received on (DATE OF RECEIVING LETTER).
  
  It is worth mentioning that (NAME OF THE SENDER'S COMPANY) has always been delighted to partner with (NAME OF THE RECEIVER'S COMPANY) and provide consumers quality products while thriving on mutual grounds. We take this opportunity to thank you for your services and hope to form a mutually beneficial partnership with you again.
  
  We are hereby sending you the details of our dues outstanding at your end. It is requested of you to please clear them before the contracted expires.
  
  We at (NAME OF SENDING COMPANY) wish you the best of luck for any future business endeavors.
  
  Thanking You
  
  Yours (PROPER VALEDICTION),
  
  (Sender's Signature)
  
  (Name of Sender)
  (Designation)
  (Name of Company)

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