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A Reservation Cancellation Letter is essential in the Philippine business context where formal documentation of cancellation requests is often required for legal and operational purposes. This document is typically used when a customer needs to cancel a pre-arranged booking for accommodation, venue rental, or service appointment. The letter should comply with Philippine consumer protection laws, particularly the Consumer Act (RA 7394) and the Tourism Act (RA 9593), which govern the rights and obligations of both service providers and consumers. The document includes crucial information such as booking details, cancellation reasons, and refund requests, serving as a formal record of the cancellation process. It's particularly important in situations where deposits or advance payments have been made, as it helps establish the timeline and basis for any refund claims under Philippine law.

1. Sender's Details: Full name, address, contact information, and customer/booking reference number of the person cancelling the reservation

2. Recipient's Details: Name of establishment, department/person responsible, complete address

3. Date: Current date when the cancellation letter is written

4. Subject Line: Clear indication that this is a reservation cancellation request with booking reference

5. Reservation Details: Original booking dates, type of reservation (room/venue/service), confirmation number, and any deposit paid

6. Cancellation Statement: Clear and direct statement of intention to cancel the reservation

7. Refund Request: Details of any deposit paid and request for refund as per establishment's policy

8. Closing: Professional closing statement, signature, and contact information for follow-up