Post # 1
For a number of reasons I am 99.9% sure I will be cancelling our current reception and ceremony sites (need to wait until next week to see potential new venue, dont want to cancel and book with new site until I have seen it).
The reception venue has been a HUGE let down. They have changed a lot, are not helpful in terms of logistics and setting things up, dont have the best amenities and the room is too small for our needs. I really dont even want to deal with them any more, I just want to move on and book a new place asap as the wedding is only 5 months away. The girl I have been dealing with is lovely, its the venue and its policies that are just not working.
Problem is I dont know how to tell her as she really has been very nice (I hate letting nice people down!).. that and I dont want to burn my bridges and compromise the return of my $1000 deposit!. I was thinking something along the lines of:
‘It is with regret that due to personal reasons, I need to cancel my wedding reception. I thank you for all the help you have given me these past few months and wish that the circumstances were different. What information do you need from me to return my deposit? And how long will it take for the money to be returned? Once again, thank you for your patience and your help.’
Is that ok? What would you say?
Post # 3
@Bears-bub: Do you really think you’ll get the $1000 back? I’d be surprised if that’s an option.
You’ll need to read your contract carefully. Some venues I looked at had a clause that said if the reception was cancelled within X months, I’d be liable for 50% of the lost revenue.
Post # 4
that is okay to say. what does the contract say. make sure you read every word to make sure you are able to get your deposit back.. is there a cancelation clause inside the contract. and since your wedding is semi close there is no date specific cancelation right?
Post # 5
You definitely need to look at your contract. I would think that typically, cancelling for “personal reasons” would make it harder to get money back, whereas cancelling because things have changed on their end and you are no longer getting the level of service promised is a much stronger position. I would be much more direct.
Post # 6
I’d be surprised if you got back your deposit.
While it’s more uncomfortable for you, the best thing for the business is to be honest with why you are leaving so they know and can improve (although wrong size room sounds like you maybe miscalculated in the first place and it isn’t their fault). If the girl you’ve been dealing with has been a dream, maybe email the head honcho manager who has not been ideal and copy your contact. Be honest on why you are leaving, but specifically call out the person as providing excellent service.
Post # 7
Unfortunatly this s why most wedding proffesionals have a deposit. If every bride canceled 5 months before they would have a tough time staying in bussiness. And maybe they deserve to go out of bussiness, but since you signed them this maybe a loss you are going to have to bear. I would check your contract. Most deposits are non-refundable. If you aren’t willing to part with the money than I wouldn’t burn any bridges just yet and maybe just ask to have your contract clarified.
Post # 8
I agree, I would point out that you have been unhappy with the service and hope they offer to refund at least part of your deposit. Many places will say right in the contract that if you cancel you lose your deposit, I know ours does.
Post # 9
Most places will give you your deposit back as long has they have enough time to re-book the venue to someone else. 5 months should be plenty of time, but some places could try and hold it so be prepared for that to happen. I think what you wrote above is perfect. It gets straight to the point without directly saying exactly why you are canceling the venue. Just be prepared for her to think that you calling off your wedding completely. That is what I would think if someone sent that email to me.
Post # 10
Just be honest. Yes, the coordinator may be nice, but at the end of the day you are a client. You aren’t going to burn any bridges. Tell her you no longer wish to hold your wedding at that particular venue.
Ditto PPs about the deposit, most are non-refundable, no matter the cancellation reason.
Post # 11
I had to cancel my first venue. I lost my job and we could no longer swing it. I had my Fiance call, and explain my job loss, and the coordinator sympethized and returned the money! I had written it off in the budget, so it was a total surprise.
From a business law standpoint, contract wording is key. If it doesn’t specifically address cancellation, then I would use the failure of the venue to hold up initial negotiantions as my reason.
Post # 12
i agree with pp. be honest as to why you are cancelling. why sugar-coat it? they need to know the real reasons. definitely check your contract asap. depending on the time frame, you may be entitled to the return of some of the deposit.
Post # 13
Thanks for the feedback guys. The contract says ‘Cancellations will be fully refunded with a minimum of 3 months notice and 50% refunded if under 3 months. No refunds will be given if notice is two weeks or less.’
One would assume I would get is back, yes?
Post # 14
Deposits are non-refundable 99% of the time, so if you lucked out & got a refundable contract, I’d check your contract for the terms under which it can be refunded.
Good luck, but I seriously doubt you’ll see a penny of that money back.
Post # 15
i cancelled our wedding venue (in sydney) when we decided to elope. i was honest, told them that we changed our plans and everything had changed and no longer needed the venue. thanked them for their time and professionalism and i also got my deposit back
Post # 16
@eloping: my contract does say I will get it back and it does not have any clauses attached to it so fingers crossed!