How To Write A Gym Cancellation Letter

Cancelling Your Gym Membership? Here's How to Write the Perfect Gym Cancellation Letter

If you've decided it's time to part ways with your gym, you'll need to provide proper notice and submit a cancellation letter to end your membership. Many gyms make it difficult to quit by burying their cancellation policies in fine print or not accepting verbal requests. By following the right steps and sending a well-written cancellation letter, you can avoid being charged additional fees and terminate your contract smoothly.

What Is a Gym Cancellation Letter?

A gym cancellation letter is an official written request you submit to your gym or health club informing them that you wish to discontinue your membership. Gyms typically require notice 30-60 days in advance of your intended cancellation date. Putting your request in an official letter creates a paper trail and protects you in case there are any disputes over cancellation fees or your final payments.

When Do You Need to Send a Cancellation Letter?

You'll need to provide a cancellation letter to your gym whenever you want to end your membership agreement before the minimum contract period is over. Most gyms have initial membership terms of 6 months to a year. After the commitment period ends, you may be able to cancel more easily by giving 30 days' notice.

Even if you're on a month-to-month plan with no long-term contract, many gyms still require advance written notification to quit. Their cancellation policies vary, so read your gym's membership terms carefully to see how much notice is required. If you simply stop paying, they may send your unpaid balance to collections and report delinquent payments on your credit.

What to Include in Your Gym Cancellation Letter

Your gym cancellation letter should be brief and straightforward, but include all the necessary details. Here are the key elements to cover:

Your Information

• Full name
• Membership number and/or birthdate
• Current mailing address
• Phone number and email address

Cancellation Request

• A clear statement that you wish to cancel your gym membership
• Desired final date of membership (based on notice requirements)
• Reason for cancelling (optional, but address relocation or dissatisfaction professionally)

Membership Details

• Join date and length of membership agreement
• Current monthly rate
• Last payment date and amount

Final Billing Instructions

• Request final charges be prorated to cancellation date
• How to collect any refund owed
• Do not provide payment information for future installments

Closing

• Thank the gym staff
• Request confirmation of cancellation
• Your signature and date

Be firm yet polite in your letter. Avoid discussing the cancellation in person, as staff members may say you've cancelled when you haven't provided the proper written notice. Send your letter by certified mail with a return receipt requested so you have documentation of when it was received.

Sample Gym Cancellation Letter

Here is a sample template you can follow when writing your own gym membership cancellation letter:

Your Name

Street Address

City, State Zip

Date

Gym Name

Attention: Membership Cancellations

Address

City, State Zip

RE: Cancellation of Gym Membership - Account #12345

Dear Gym Name:

Please accept this letter as formal notification that I am cancelling my gym membership with your facility effective May 15, 2024. This date provides the required 30 days' notice per the membership agreement I originally signed on February 1, 2023.

I have been paying $59.99 per month for my individual membership. My last payment of this amount was made automatically from my credit card account on April 1, 2024 for the current month.

Please prorate any charges through my final date of May 15 and either refund any excess fees back to my credit card ending 4567 or apply them to my balance if I owe anything for the partial final month.

I have greatly enjoyed the facility and appreciate the service over the past 15 months, but I am relocating to a new city for work and will need to find a gym closer to my new home. Thank you for your understanding. Please send written confirmation that my membership has been officially cancelled once processed. I appreciate your prompt attention to this matter. Contact me if any additional information is needed.

Sincerely,

Your Signature

Your Name

By submitting an official cancellation letter like this, you comply with your gym's termination procedure and avoid potential conflicts over fees or accusations of an outstanding balance. Before sending your letter, be sure to review your membership agreement thoroughly so you understand all notice requirements and billing dates. Prevention and proper documentation is key to facilitating a smooth separation.

For other types of cancellation letters, check out more information about how to write a lease cancellation letter or an insurance cancellation letter.