The Discontinue Membership Letter is a crucial document used when formally ending a membership relationship in Canadian jurisdictions. It is typically employed when a member wishes to terminate their association with an organization, or when an organization needs to terminate a member's status in accordance with their policies and applicable laws. The document ensures compliance with Canadian federal and provincial regulations, including consumer protection laws and notice period requirements. It should clearly state the membership details, termination date, outstanding obligations, and any post-termination requirements. This letter serves as official documentation of the termination request and helps prevent future disputes by clearly communicating all relevant terms and conditions of the membership discontinuation.
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1. Header with Date and Contact Information: Include current date, recipient's name, address, and membership ID number
2. Subject Line: Clear indication that this is a membership discontinuation notice
3. Opening Statement: Formal opening identifying the member and expressing intent to discontinue membership
4. Membership Details: Specific information about the membership being terminated, including account numbers and membership type
5. Effective Date: Clear statement of when the membership will be terminated
6. Outstanding Obligations: Statement regarding any remaining fees, dues, or obligations that need to be settled
7. Return of Property: Instructions regarding any physical items that need to be returned (membership cards, equipment, etc.)
8. Closing Statement: Professional conclusion with any required notice periods or cooling-off periods
9. Signature Block: Space for signature, name, and contact information of the sender
1. Reason for Discontinuation: Include when organizational policies require documentation of termination reasons or when providing feedback is appropriate
2. Refund Information: Include when there are pre-paid fees or deposits that need to be returned
3. Final Settlement Details: Include when there are complex financial arrangements that need to be resolved
4. Confidentiality Reminder: Include when the membership involved access to confidential information or trade secrets
5. Post-Termination Obligations: Include when there are ongoing obligations that survive membership termination
6. Appeals Process: Include when the organization has a formal process for appealing membership termination
1. Financial Statement: Detailed breakdown of any outstanding financial obligations or refunds due
2. Property Inventory: List of any physical items or assets that need to be returned to the organization
3. Membership Benefits Summary: Overview of benefits that will cease upon termination and any grace period details
Authors
Relevant legal definitions
Clauses
Relevant Industries
Health and Fitness
Professional Associations
Sports and Recreation
Educational Institutions
Trade Organizations
Social Clubs
Retail (Membership Programs)
Financial Services
Hospitality
Entertainment
Non-Profit Organizations
Religious Organizations
Chamber of Commerce
Co-operative Societies
Industry Associations
Relevant Teams
Legal
Member Services
Customer Relations
Administration
Operations
Compliance
Client Success
Account Management
Registration
Corporate Services
Relevant Roles
Membership Coordinator
Customer Service Manager
Administrative Officer
Compliance Officer
Legal Counsel
Operations Manager
Client Relations Manager
Account Manager
Membership Services Director
Office Administrator
Executive Director
Program Coordinator
Club Manager
Association Secretary
Registrar
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