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To make clear that you have no option but to close his account. Aim to keep the letter brief by explaining why you must take this action End by expressing regret that you have to take this action now.

Stage One:

Thank the customer for his order.

Stage Two:

Acknowledge, however that there is a problem and proceed to explain the problem in simple, nonjudgmental language.

Stage Three:

Confirm the immediate action you intend to take.

Stage Four:

Thank the customer for their past custom and advise them to make alternative arrangements for the future.

[Date]

[Name]

[Address]

Dear [Name]

Thank you for your order [Number] of [Date].

Unfortunately due to your [Actions], we had no option but to close your account with us.

Therefore we must decline your order and ask you to make alternative arrangements for the future.

Yours Sincerely

[Your Name]

[Your Title]

[Date]

[Name]

[Address]

Dear [Name]

Thank you for your order [Number] of [Date].

Unfortunately, I have to inform you that due to your [Actions], we had no choice but to close your account with us.

We deeply regret that we had to take this course of action as it is something that we do not do lightly.

We appreciate your past custom but on this occasion we must decline your order.

We apologize for any temporary inconvenience this may cause you.

Yours Sincerely

[Your Name]

[Your Title]