Losing a contract can be a tough blow, especially when you feel it was undeserved or could have been avoided.
Whether it’s a client, vendor, or partner, having a contract terminated prematurely can disrupt your business plans and bottom line.
But you don’t have to just accept it lying down.
Appealing a contract termination through a well-crafted letter is often your best recourse.
It allows you to make your case, correct any misunderstandings, propose remedies, and hopefully salvage the relationship.
But what should such a letter say and how should you approach it?
Read on for guidance and real examples you can adapt to your situation.
Sample Letters of Appeal over Contract Termination
Here is a sentence leading into the 15 sample appeal letters over contract termination that follow below.
Appeal Letter 1
Subject: Appealing Termination of Marketing Services Contract #A4357
Dear Ms. Jameson,
I am writing to formally appeal the termination of our marketing services contract #A4357, which was set to run through December 31, 2024. While I understand there have been some concerns about meeting certain performance metrics, I believe terminating our 5-year agreement just 18 months in is premature and unwarranted.
Our latest campaign generated a 24% increase in qualified leads and an 18% boost in conversions compared to the previous quarter. Sales revenue rose by $250,000 as a direct result. We also expanded your social media following by over 30,000. By any objective measure, our marketing efforts have been highly successful.
If there are any specific shortcomings you feel we need to address, I would welcome the opportunity to discuss them with you directly. We are fully committed to this partnership and are confident we can not only meet but exceed your expectations going forward. I respectfully ask that you reconsider this termination and allow us to continue the good work we’ve started together.
Please let me know if you would like to schedule a call or meeting to discuss this matter further. I look forward to your positive response and continuing our productive relationship.
Sincerely,
John Marketer
Chief Marketing Officer
XYZ Marketing Associates
Appeal Letter 2
Subject: Request to Retain Janitorial Services Contract
Dear Mr. Sanchez,
I was very disappointed to receive your letter yesterday indicating your intent to terminate our janitorial services contract effective next month. In the three years we have been cleaning your facilities, I believe we have consistently met or surpassed all required standards, as evidenced by the top ratings you have given us on every quarterly evaluation.
If there is a specific incident or issue that prompted this decision, I would greatly appreciate you making me aware of it. Without knowing the reasons behind the termination, it’s difficult for me to address it. But I want to assure you that any lapse in service or performance on our part will be promptly rectified to your satisfaction.
As a small, family-owned business, losing a valued client like you would be very painful, especially in the current economy. We have always gone above and beyond for you, including the many times we accommodated last-minute requests for additional services at no extra charge.
It is my sincere hope that you will reconsider terminating our contract and allow us to continue providing you with the exceptional cleaning services you have come to expect from us. I am available to speak with you at any time if you have any concerns whatsoever.
Respectfully,
Anna Janitor
Owner
SpotlessClean Janitorial Services
Appeal Letter 3
Subject: Seeking Reinstatement of IT Consulting Contract #4583IT
Dear Dr. Gupta,
I am reaching out regarding the unexpected notice received today terminating our IT consulting agreement. According to the termination clause, there needs to be cause such as material breach of contract, failure to meet agreed service levels, or non-payment. To my knowledge, none of these conditions apply.
Over the past 18 months, we have completed 14 major projects for you on time and under budget. Our work has helped increase your network speed by 20%, reduce system downtime to under 0.1%, and cut IT support costs by 15%. Your staff has given us a 98% quality rating on our most recent engagement. By every metric, we have delivered exceptional service.
If there are concerns we are unaware of, I would welcome the opportunity to discuss them and make any necessary improvements. We have a dedicated team of engineers and consultants assigned to your account who have developed a deep knowledge of your systems and processes. Replacing them would be highly disruptive.
Given our strong track record of success together, I hope you will reconsider this termination. We are eager to continue applying our skills and expertise to support your IT initiatives. Please feel free to contact me directly to discuss this further.
Best regards,
Alicia Consultant
Partner Consult Kings LLC
Appeal Letter 4
Subject: Requesting Continuation of Manufacturing Contract
Dear Mr. Nakamura,
I was greatly troubled to receive your letter this morning informing us of your intention to terminate our manufacturing agreement. For nearly a decade, Pinnacle Industries has been supplying you with critical injection molded components that go into your automobiles and equipment. I believe our parts have always met or exceeded your quality standards.
If there has been a problem with any recent shipments, kindly let me know right away. We would be happy to replace any defective parts at no charge and take corrective action to ensure it doesn’t happen again. Our quality control processes are rigorous but we are always looking for ways to improve.
As you know, we have made substantial investments in custom molds and machinery to meet your exact specifications. Losing this contract would be a severe hardship for us and would likely require us to lay off dozens of workers. If there are ways we can be an even better supplier to you, I am completely open to your suggestions.
It is my great hope that you will allow us to maintain this valued business relationship. I would be more than happy to visit your factory to discuss this matter in person and reaffirm our commitment to meeting your ongoing production needs.
Sincerely,
John Molder
Vice President
Pinnacle Industries
Appeal Letter 5
Subject: Seeking Restoration of Accounting Services Contract
Dear Ms. Leung,
I am writing in response to the letter received yesterday indicating your decision to terminate our accounting services agreement dated January 1, 2022. I must say I was caught quite off guard, as we have been providing accounting, bookkeeping, and tax preparation services to your company for the past three years apparently without incident.
If there have been any errors or oversights on our part, I sincerely apologize. I would be grateful if you could provide specifics on where we may have fallen short so that we can promptly make things right. Attention to detail and accuracy are always our highest priorities, but we are human.
I also want to remind you that terminating services in the middle of tax season could create real disruptions and challenges for you, as we are already deeply involved in preparing your returns. Transitioning to a new accountant at this juncture would be difficult at best.
If there are any services you feel we could improve upon or add to enhance your satisfaction, I would welcome the opportunity to discuss that with you. My team and I are fully dedicated to applying our knowledge and skills to keep your finances running smoothly.
Please reconsider your termination decision and allow us to continue our positive and productive working relationship. I will contact you early next week to arrange a time to speak directly.
Sincerely,
Allison Accountant,
CPA Managing Partner
BalanceBooks Accounting Associates
Appeal Letter 6
Subject: Request to Continue Landscaping Services Contract
Dear Property Manager,
We received your letter dated March 3 giving notice of your intent to terminate our landscaping services contract for the Shady Acres apartment complex as of April 30. As the owner of Greentree Landscapes, I am deeply troubled by this news and hope to have a chance to discuss it with you further.
For the past five years, we have worked diligently to keep the grounds of Shady Acres looking carefully manicured and attractive in all seasons. We have received numerous compliments from your residents about the beauty of the property. If there are any deficiencies in our service that you feel need correction, I would appreciate you bringing those to my attention.
It is my understanding that our contract had an automatic renewal clause for two more years, absent any material breach or failure on our part. I have reviewed our records and have not found any instances where we did not fully meet our contractual obligations. If you feel differently, please let me know.
At this point, we have already invested in plants, materials, and labor to gear up for the coming summer season at your location. We would face a serious financial loss if we could not proceed with services as planned. More importantly, we value highly the relationship we have built with you and wish for it to continue.
I will reach out to you personally within the next few days to discuss what we can do to restore your confidence in our services. We are committed to doing whatever is necessary to maintain this cherished business partnership.
Respectfully,
Bob Landscaper
President
Greentree Landscapes LLC
Appeal Letter 7
Subject: Seeking Reinstatement of Advertising Contract #AD-375
Dear Mr. Johnson,
I am contacting you to appeal the termination of our advertising services agreement as communicated in your letter of April 5. For the past three years, Advantage Marketing has been providing a range of advertising services to Johnson Automotive Group, apparently to the great satisfaction of you and your management team.
In particular, the series of television commercials and social media videos we produced for your “Deals on Wheels” campaign last summer generated a 30% increase in vehicle sales across your 12 dealerships. We also helped you successfully launch two new locations with a mix of digital, print, and direct mail advertising that quickly made them two of your most profitable sites.
If there have been any recent concerns about the effectiveness of our advertising efforts, I would be more than happy to review the analytics and results with you in detail. It’s possible that the returns are not being fully captured in your data or attributed to the proper channels. As you know, advertising often pays off over an extended period.
We have developed a deep understanding of your company goals and customer base, and I believe this positions us to continue delivering powerful advertising campaigns for you. I would hate to see our partnership end prematurely without an opportunity to discuss your specific concerns and explore ways we might be able to address them.
Please allow us to continue putting our advertising expertise to work on your behalf. I will be in touch soon to set up a meeting and chart a positive path forward.
Sincerely,
Jessica Advertiser
Chief Creative Officer
Advantage Marketing Group
Appeal Letter 8
Subject: Request to Continue Catering Services Contract
Dear Ms. Rodriguez,
I am writing regarding the letter we received yesterday indicating your intention to cancel our catering services contract for the Acme Corporation employee cafeteria. As the chef and owner of Best Bites Catering, I was quite surprised by this news and would like to better understand your reasons for terminating our agreement.
For the past 18 months, we have been providing breakfast and lunch service for up to 500 Acme employees each day. The feedback we have received from your team members has been overwhelmingly positive, with many expressing how much they enjoy the variety, freshness, and quality of the food. We have also accommodated numerous special dietary requests and worked closely with your Human Resources department on employee appreciation events.
If there are any issues related to menu options, food preparation, or service that you feel need improvement, I would be more than happy to discuss this with you directly. We are always striving to exceed the expectations of our valued clients like Acme and are open to any suggestions you may have.
As a small business, we have come to rely on our contract with Acme as a cornerstone of our catering operation. We have hired additional staff and expanded our kitchen facilities to continue meeting your daily requirements. Losing this account would be a real hardship for our dedicated team.
It is my sincere hope that you will reconsider your decision and allow us to continue this positive collaboration. I believe our track record of service, combined with open communication, positions us to work through any challenges and ensure your complete satisfaction going forward.
I look forward to speaking with you about this matter and am confident we can arrive at a mutually agreeable solution.
Best regards,
Chef Mark Owner and Executive Chef
Best Bites Catering
Appeal Letter 9
Subject: Requesting Continuation of Laundry Services Contract
Dear University Housing Administrator,
I am reaching out regarding the notice we received last week of the University’s intention to terminate our contract for student laundry services as of the end of the current term. As the owner of Clean Clothes Laundry, I must say I was caught completely off guard by this news and am hoping you will allow me the opportunity to discuss our relationship further.
For nearly a decade, Clean Clothes has been operating and maintaining the laundry rooms in all nine of the University’s residence halls, encompassing over 350 washers and dryers. In that time, I believe we have provided a reliable and much-needed service to the more than 5,000 students living on campus.
We have continually invested in new, state-of-the-art laundry equipment and worked hard to keep the facilities clean, well-lit, and in good working order. Our online monitoring system alerts us immediately to any washer or dryer malfunctions so we can take prompt corrective action. On the rare occasions when we have fallen short, we have welcomed feedback and quickly implemented improvements.
As a local small business and University alum myself, serving the student population has been a great source of pride for me and my staff. Many of our employees are students who depend on us for flexible, part-time work. Losing this contract would be a severe blow to our company and would likely lead to job losses.
If there are specific concerns that have led to your termination decision, I would welcome the chance to understand and address them fully. I am confident that by sitting down together and taking a collaborative approach, we can resolve any issues and move forward in a spirit of partnership.
I appreciate your consideration of this appeal and will be contacting you shortly to hopefully set up an in-person meeting and allow Clean Clothes to continue our long and valued service to the University community.
Sincerely,
John Washer
Owner Clean Clothes Laundry
Appeal Letter 10
Subject: Seeking Reinstatement of Delivery Services Contract
Dear Ms. Patel,
I am writing to express my deep disappointment at receiving your letter yesterday indicating Corner Deli’s intent to terminate our contract for food delivery services. As the owner of Speed Eats Delivery, I pride myself on the exceptional service and value we provide to local restaurants like yours.
Over the past two years, we have completed more than 15,000 deliveries on behalf of Corner Deli, getting your sandwiches, salads, and soups to hungry customers quickly and reliably. We have maintained a 98.5% on-time delivery rate and have received hundreds of positive reviews from your patrons praising our friendly and efficient service.
It is difficult for me to understand your rationale for ending our successful partnership. If there have been any issues with specific orders or customer interactions, I would certainly want to know about them and take swift action to make things right. Maintaining a spotless reputation and promoting your brand are always foremost priorities for us.
Corner Deli has become one of our largest and most valued accounts. We have structured our delivery operations and staffing levels to meet the demands of your business. Losing this contract would create real hardships for the dedicated drivers who have served you so well.
It is my sincere hope that you will reconsider your decision and recognize the mutual benefits of continuing to work together. I would welcome the opportunity to discuss any concerns you may have and explore ways to further enhance our service to you and your customers.
I will reach out to you directly in the coming days in hopes of finding a positive resolution. The entire team at Speed Eats Delivery remains fully committed to playing a key role in Corner Deli’s ongoing growth and success.
Sincerely,
Sarah Driver
Owner and Manager
Speed Eats Delivery
Appeal Letter 11
Subject: Request to Continue Security Services Contract
Dear Mr. Reynolds,
I am reaching out to you regarding the notice we received last week indicating Reynolds Property Group’s decision to terminate our security services contract for the Riverside office park. As the Vice President of Eagle Eye Security, I must convey my deep concerns about this turn of events and respectfully seek an opportunity to discuss it with you further.
For the past five years, our company has provided comprehensive security coverage for the five-building Riverside complex. This includes monitoring the 85 security cameras, patrolling the interior and exterior 24/7, managing access control for over 4,000 employees and visitors, and responding to any incidents that arise.
In that time, we have worked diligently to maintain an excellent safety record at Riverside. We have deterred countless potentially criminal acts, handled emergencies with calm professionalism, and developed strong working relationships with the building managers and tenants. The 30% decline in property crime incidents at Riverside over the past three years is a testament to the effectiveness of our security program.
As a company, we have made significant investments in staffing and training a top-notch security team specifically for the Riverside contract. This includes conducting detailed background checks, providing ongoing training, and insisting on strict adherence to protocols. Many of our officers have been with us since the start of the contract and have an intimate knowledge of the property and its unique security challenges.
If there are any deficiencies in our service that have prompted your termination decision, I would sincerely welcome the opportunity to understand and address them without delay. Ensuring the safety and security of Riverside’s tenants, employees and visitors is our highest priority and we are constantly striving for improvement.
It is my great hope that you will reconsider your decision and allow Eagle Eye Security to continue our important work at Riverside Park. I am confident that by working closely together, we can not only meet but exceed your expectations for world-class security services.
Please expect me to contact you directly in the coming days to discuss this matter further. I look forward to a constructive dialogue and to strengthening our valued partnership.
Sincerely,
John Guardian
Vice President
Eagle Eye Security Services
Appeal Letter 12
Subject: Requesting Reinstatement of Lease Contract
Dear Property Manager,
I am writing in regard to the 30-day lease termination notice I received yesterday for my apartment at 123 Main Street, Unit #45. As a resident of Sunrise Apartments for the past three years, I was quite surprised and upset by this notice, and hope that you will hear me out.
Since moving in, I believe I have been a model tenant. I have always paid my rent on time, kept my unit in excellent condition, and been considerate of my neighbors. I have also volunteered for several community events and have recommended Sunrise to friends looking for a great place to live.
Your notice mentioned some complaints about noise coming from my apartment, but I can assure you this was a one-time occurrence. I recently had a few family members visiting from out of town and we did have a small gathering one evening that got a bit loud. If any of my neighbors were disturbed, I sincerely apologize. It certainly won’t happen again.
I have come to love living at Sunrise and was hoping to renew my lease for another year. The location is ideal for my work and other needs, and I have developed some wonderful friendships here. Having to find a new place to live on such short notice would create an extreme hardship for me.
It is my sincere hope that you will reconsider this lease termination and allow me to continue residing at Sunrise Apartments. I am happy to meet with you to discuss the situation further and provide any assurances you may need of my ongoing commitment to being an exemplary tenant.
Thank you for your understanding. I look forward to the opportunity for a continued positive rental relationship for the long term.
Respectfully,
Anna Renter
Apt. #45
Appeal Letter 13
Subject: Seeking to Continue Fulfillment Services Contract
Dear Mr. Cho,
I am reaching out regarding the recent notice from Cho Manufacturing indicating your intent to terminate our contract for order fulfillment services as of June 30. As the Director of Operations for Speedy Fulfillment Solutions, I must say I am quite perplexed by this decision and would greatly appreciate the opportunity to discuss it with you further.
For the past four years, we have been proud to serve as your primary fulfillment partner, responsible for storing your inventory, processing orders, handling all packing and shipping, and even managing some returns and exchanges. In that time, we have shipped over 500,000 of your products to customers worldwide with an order accuracy rate of 99.9% and an on-time delivery rate of 98.5%.
Our dedicated account team has worked hand-in-hand with your Production and Marketing Departments to ensure seamless integration between your manufacturing, sales, and fulfillment operations. We have made significant investments in equipment and technology specifically to meet the unique needs of your product lines. Our ability to scale up during peak demand periods has helped fuel your impressive growth.
If there are any aspects of our service that you feel have been lacking, I would sincerely welcome your feedback. Continuous improvement is one of our core values and we are always striving to do better for valued clients like Cho Manufacturing. If there are ways we can enhance our support to you, I am eager to explore the possibilities.
It is my great hope that you will reconsider your termination decision and recognize the value of this long and successful partnership. I am confident that by working together, we can not only overcome any current challenges but reach new heights in quality, efficiency, and customer satisfaction
I will be reaching out to you personally to arrange a meeting and discuss a constructive path forward. The entire team at Speedy Fulfillment Solutions remains fully committed to your success.
Sincerely,
Sarah Swift
Director of Operations
Speedy Fulfillment Solutions
Appeal Letter 14
Subject: Request to Reinstate Event Venue Contract
Dear Ms. Thompson,
I am writing in response to the letter I received yesterday indicating your decision to cancel our event venue contract for the upcoming Thompson family reunion in July. As the owner of Celebration Hall, I want to express my deep disappointment with this turn of events and kindly ask for the opportunity to discuss the matter with you further.
Over the past several months, my team and I have been working diligently with you to plan what we hoped would be a joyous and memorable occasion for the entire Thompson family. We have collaborated closely on menu planning, decorations, entertainment, and other key details. Our chef has developed a delicious array of dishes to suit every palate and our coordinator has put together a full slate of fun activities for all ages.
It is our understanding that a late change in anticipated attendance numbers is the primary reason for your cancellation. While we recognize that the revised guest count is below the minimum specified in our contract, we are more than willing to adjust our plans and pricing to accommodate a smaller group. We believe that with some creativity and flexibility on both sides, we can still provide a wonderful event for your family.
As a small business, an event cancellation of this magnitude at such a late date would be a serious financial blow for Celebration Hall. We have already invested significantly in food, decor, staffing, and other resources for your reunion. More importantly, we have reserved the venue exclusively for your event, precluding other bookings.
I am hoping you will be open to sitting down with me to explore some alternative options that can meet your needs as well as ours. Perhaps we could look at ways to condense the event to a single day to reduce costs, or explore a more limited menu or service plan that can still satisfy your guests while fitting your expected turnout and budget.
I believe that by working together in a spirit of good faith and partnership, we can find a mutually agreeable path forward. The team at Celebration Hall remains fully committed to making the Thompson family reunion a special and unforgettable occasion.
I will reach out to you directly to discuss this matter further. Thank you in advance for your consideration.
Sincerely,
Eva Hostess
Owner and Manager
Celebration Hall
Appeal Letter 15
Subject: Seeking Restoration of Personal Training Contract
Dear Mr. Fitwell,
I am reaching out regarding the notification I received last week of your intention to cancel our personal training contract effective next month. As one of your most dedicated and long-standing clients, I must say I am extremely disappointed by this news and puzzled by the rationale behind it.
Over the past five years, I have been training with your top instructor, Jessica, three times per week. In that time, I have made tremendous strides in my health and fitness levels. I have lost over 50 pounds, dramatically improved my strength and endurance, and seen a complete turnaround in my blood pressure, cholesterol, and other key wellness indicators.
Jessica has been an exceptional trainer and motivator throughout this journey. Her knowledge, encouragement, and ability to push me beyond my perceived limits have been transformational. I credit her in large part with helping me regain control of my health and vitality after years of neglect. The prospect of having my training regimen so abruptly interrupted is highly troubling.
Your notification letter alluded to some recent incidents where I had arrived late to my training sessions. While I regret any inconvenience this may have caused, I had some unavoidable work emergencies come up that required my immediate attention. This was explained to Jessica and I believed we had reached an understanding. If this is insufficient, I am certainly willing to recommit to absolute punctuality going forward.
I have been one of Fitwell’s most vocal fans and advocates over the years. I have referred numerous friends and colleagues to your establishment and have posted dozens of glowing reviews online. The value your services have brought to my life is difficult to overstate. It pains me to think that a few honest scheduling snafus could undo this relationship.
It is my deepest hope that you will hear me out and reconsider canceling my training contract. I am fully committed to making any necessary amends and demonstrating my loyalty to Jessica and the entire Fitwell team. It’s no exaggeration to say that continuing my health journey with your support is one of my highest priorities.
Please allow me the opportunity for a direct discussion. I am eager to find a positive way forward that keeps me on the path to wellness with Fitwell at my side.
With gratitude,
Felicia Fit Loyal Member since 2016
Wrapping Up: Tips for Writing Appeals over Contract Termination
Hopefully, these sample appeal letters have provided some guidance on how to approach this tricky situation.
While every case is unique, there are some general principles you should keep in mind when crafting your contract termination appeal:
- Acknowledge the issue directly and respectfully. Now is not the time for excuses or finger-pointing.
- Highlight your track record of success and the value you’ve brought to the partnership thus far.
- Express your sincere regret at the prospect of the relationship ending and convey how important it is to you.
- Demonstrate empathy and a willingness to hear out their concerns. Invite open dialogue.
- Propose constructive solutions and emphasize your commitment to making things right.
- Remind them of the costs and challenges of onboarding a new partner at this juncture.
- Close with a heartfelt request for reconsideration and a concrete call to action to discuss the matter live.
Above all, remain professional, solution-focused, and committed to preserving the relationship if at all possible.
Contract terminations are a challenging scenario for any business, but with the right approach, it’s often possible to turn the ship around.
Stay positive and persistent.