Breaking up can be tough, even with an organization. Whether you need to end your gym subscription, cancel a club membership, or step down from a professional association, writing a clear withdrawal letter helps make the process smoother. A well-written letter shows respect for the organization while firmly stating your decision to leave.
Ready to write your own withdrawal letter but unsure where to start? These 15 examples cover different situations and writing styles to help you craft the perfect letter for your needs. Each sample includes key elements that make an effective withdrawal letter while maintaining a professional tone.
Sample Letters of Withdrawal of Membership
Here are 15 professionally crafted withdrawal letters to guide you through ending various types of memberships.
1. Professional Association Withdrawal Letter
Subject: Withdrawal of Membership – Professional Engineers Association
Dear Mr. Thompson,
As a member of the Professional Engineers Association for the past eight years, this organization has provided valuable networking opportunities and professional development resources that have helped shape my career. The monthly seminars and annual conferences have been particularly enriching experiences that allowed me to stay current with industry trends and connect with fellow engineers across the country.
However, due to an upcoming relocation to Singapore for a long-term work assignment, maintaining active membership would no longer be practical. Therefore, please accept this letter as formal notice of my withdrawal from the Professional Engineers Association, effective from July 31, 2025.
My membership number is PE78234. Please process this request and send confirmation of the withdrawal to my email address (robert.chen@email.com). Additionally, please provide information about any remaining membership benefits or outstanding obligations that need attention before the withdrawal takes effect.
Thank you for your prompt attention to this matter. The association has been an integral part of my professional growth, and should circumstances change upon my return to the United States, rejoining would be a welcome possibility.
Best regards,
Robert Chen
Membership Number: PE78234
2. Health Club Membership Cancellation
Subject: Termination Request – Elite Fitness Club Membership
Dear Membership Services Team,
This letter serves as my official request to cancel my membership at Elite Fitness Club. My dedication to fitness remains strong, but recent changes in my work schedule have made it challenging to utilize the facility effectively. The past three years as a member have been rewarding, particularly because of the supportive community and excellent training programs.
My current membership agreement requires a 30-day notice period for cancellation. Therefore, please process this withdrawal request with my last active day being March 31, 2025. My membership ID is EFC2021-456.
Please stop all automatic payments from my credit card ending in 7890 after the final billing cycle. Also, kindly send written confirmation of this cancellation request, including details about any unused personal training sessions or class credits that might be eligible for refund.
The staff’s professionalism and encouraging attitude have made my fitness journey enjoyable. Special thanks to trainer Mike Stevens for his guidance during the beginner’s strength training program.
Sincerely,
Sarah Martinez
Membership ID: EFC2021-456
3. Alumni Association Withdrawal Request
Subject: Alumni Association Membership Withdrawal Notice
Dear Alumni Relations Office,
With mixed feelings, this letter expresses my request to withdraw from the State University Alumni Association. Since graduating in 2015, the association has kept me connected to my alma mater through newsletters, reunions, and mentorship programs. Each event brought back cherished memories of my time on campus.
My decision stems from plans to pursue graduate studies abroad starting September 2025. The two-year program’s demanding schedule would prevent active participation in alumni activities. As such, please process my withdrawal effective August 31, 2025.
My alumni membership number is AA2015-789. Please send withdrawal confirmation to jane.wilson@email.com and outline any steps needed to close my account. Also, please provide details about rejoining procedures for when my studies conclude.
The association’s scholarship committee deserves recognition for their excellent work supporting current students. Contributing to the annual scholarship fund has been particularly meaningful.
Yours sincerely,
Jane Wilson
Class of 2015
Membership Number: AA2015-789
4. Country Club Membership Withdrawal
Subject: Notice of Withdrawal – Oakridge Country Club
Dear Membership Director,
Please accept this letter as formal notification of my intent to withdraw from Oakridge Country Club. My family has treasured our membership since 2019, particularly enjoying the summer tennis programs and holiday celebrations. The staff’s dedication to creating memorable experiences deserves high praise.
Recent retirement and relocation plans to be closer to our grandchildren necessitate this change. Following club bylaws, this letter provides the required 60-day notice period, making our last day of membership October 31, 2025.
Our membership number is OCC-4567. Please process the following requests:
- Cancel monthly dues charges to account ending 5432
- Transfer remaining credit at the clubhouse to our final bill
- Send written confirmation of withdrawal
- Provide instructions for returning club access cards
The friendships formed through club activities have enriched our lives. Special thanks to Tennis Director Tom Brooks for organizing excellent junior programs for our grandchildren during their summer visits.
Kind regards,
David and Margaret Thompson
Membership Number: OCC-4567
5. Professional Society Membership Withdrawal
Subject: Withdrawal Request – Medical Research Society
Dear Membership Committee,
This letter formally requests withdrawal from the Medical Research Society after ten years of membership. The society’s commitment to advancing medical science through collaboration and knowledge sharing has significantly contributed to my research career.
My transition from academic research to clinical practice has shifted my professional focus. While the society’s work remains vital, my ability to participate meaningfully in research activities has decreased substantially.
My membership details:
- ID: MRS-2015-678
- Category: Senior Researcher
- Last Renewal: January 2025
Please process this withdrawal effective December 31, 2025. Send confirmation and any remaining requirements to dr.anderson@email.com. Also, please address the status of my subscription to the society’s quarterly journal.
The society’s grant program for young researchers deserves particular recognition for fostering innovation in medical research. Participating in the peer review process has been a rewarding experience.
Respectfully,
Dr. Patricia Anderson
Membership ID: MRS-2015-678
6. Chamber of Commerce Withdrawal Notice
Subject: Business Membership Withdrawal – City Chamber of Commerce
Dear Chamber Administrator,
This letter provides notice of withdrawal from the City Chamber of Commerce. Since joining in 2020, the chamber has provided valuable business connections and growth opportunities through networking events and educational seminars.
The decision to withdraw stems from the upcoming merger of our company with a national corporation, which maintains its own chamber affiliations. Please process this withdrawal effective at the end of the current quarter, September 30, 2025.
Business Details:
- Member Name: Green Solutions LLC
- Membership ID: CC2020-345
- Contact Email: operations@greensolutions.com
Please send written acknowledgment of this withdrawal and outline any final administrative requirements. The monthly business roundtables have been particularly beneficial for local market insights.
Best regards,
Michael Green Owner, Green Solutions
LLC Membership ID: CC2020-345
7. Sports Club Membership Withdrawal
Subject: Withdrawal Notice – City Sports Complex
Dear Membership Services,
This letter requests termination of my family membership at City Sports Complex. Your facility has provided excellent recreational opportunities for my family over the past four years, particularly through the youth swimming program and adult fitness classes.
My company’s recent relocation package includes membership at another facility closer to our new home. Therefore, please process our withdrawal effective July 31, 2025, aligning with our upcoming move.
Family Membership Details:
- Account Number: CSC-789
- Type: Premium Family Plan
- Members: 4 (2 adults, 2 children)
Please address the following:
- Cancel automatic payments from bank account ending 6789
- Process refund for unused swimming lessons
- Provide exit clearance for lockers #245 and #246
The youth coaching staff deserves special mention for their patience and dedication. Coach Sarah’s swimming lessons significantly improved our children’s water confidence.
Thank you,
James Miller
Account Number: CSC-789
8. Book Club Membership Withdrawal
Subject: Withdrawal from Literary Circle Monthly Book Club
Dear Book Club Coordinator,
After three enriching years, this letter serves as notice of my withdrawal from the Literary Circle Monthly Book Club. The thoughtful discussions and diverse book selections have broadened my literary horizons and introduced me to wonderful fellow readers.
My recent enrollment in evening graduate classes creates scheduling conflicts with the monthly meetings. Please process my withdrawal effective June 30, 2025.
Membership Information:
- Name: Rachel Cohen
- Member ID: LC098
- Join Date: May 2022
Please confirm receipt of this withdrawal request and provide information about returning borrowed book club copies. The modernist literature series from last summer stands out as particularly enlightening.
Warm regards,
Rachel Cohen
Member ID: LC098
9. Environmental Organization Withdrawal
Subject: Membership Withdrawal – Green Earth Alliance
Dear Membership Coordinator,
This letter requests withdrawal of my supporting membership from Green Earth Alliance. Your organization’s dedication to environmental conservation has inspired positive changes in my community through local cleanup initiatives and educational programs.
My relocation to a different state leads to this withdrawal, though my commitment to environmental causes remains strong. Please process this request effective May 31, 2025.
Membership Details:
- ID: GEA2021-567
- Type: Supporting Member
- Newsletter: Monthly Digital Edition
Please send withdrawal confirmation to mark.peters@email.com and cancel the automatic annual renewal. The coastal cleanup program has been particularly impactful in raising local awareness.
Best wishes,
Mark Peters
Membership ID: GEA2021-567
10. Photography Club Withdrawal Letter
Subject: Withdrawal Notice – Photographers Association
Dear Club Secretary,
Please accept this letter as formal notice of my withdrawal from the Photographers Association. The monthly workshops and photo walks have significantly improved my photography skills while connecting me with fellow enthusiasts.
A long-term international assignment prevents continued participation in club activities. Therefore, please process my withdrawal effective August 31, 2025.
Member Information:
- ID: PA2020-234
- Category: Advanced Amateur
- Equipment Storage: Locker #12
Please provide instructions for:
- Returning club equipment
- Accessing my photos in the club’s digital archive
- Transferring exhibition credits
The portrait photography workshops proved especially valuable for developing technical skills. Thanks to mentor Lisa Chen for her guidance during the night photography series.
Regards,
Daniel Kim
Member ID: PA2020-234
11. Volunteer Organization Withdrawal
Subject: Withdrawal from Community Volunteers Network
Dear Volunteer Coordinator,
This letter serves as notice of my withdrawal from the Community Volunteers Network. Contributing to various community projects over the past five years has been deeply rewarding, particularly the weekend literacy program and senior assistance initiatives.
Health considerations necessitate reducing my volunteer commitments. Please process my withdrawal effective April 30, 2025.
Volunteer Details:
- ID: CVN-456
- Program Areas: Youth Literacy, Senior Support
- Total Hours: 850
Please send withdrawal confirmation and information about occasional volunteer opportunities that might accommodate my reduced availability. The youth reading program has been especially meaningful.
Sincerely,
Maria Santos
Volunteer ID: CVN-456
12. Professional Development Group Withdrawal
Subject: Withdrawal Notice – Leadership Development Circle
Dear Program Director,
This letter requests withdrawal from the Leadership Development Circle. The monthly workshops and mentoring sessions have provided valuable insights into effective leadership practices and professional growth strategies.
My recent promotion includes enrollment in a corporate leadership program, creating overlap with current membership activities. Please process this withdrawal effective May 31, 2025.
Member Information:
- ID: LDC-789
- Level: Senior Member
- Mentor Group: B12
Please send confirmation to thomas.wright@email.com and outline the process for:
- Transferring mentee relationships
- Completing active project commitments
- Accessing archived workshop materials
The conflict resolution workshop series proved particularly valuable for team management skills.
Best regards,
Thomas Wright
Member ID: LDC-789
13. Cultural Society Membership Withdrawal
Subject: Withdrawal Request – Metropolitan Cultural Society
Dear Society Administrator,
This letter provides formal notice of withdrawal from the Metropolitan Cultural Society. Participating in cultural exchanges and educational programs has enriched my understanding of various traditions and fostered meaningful connections with fellow members.
Relocation to a different city prompts this withdrawal. Please process my request effective July 31, 2025.
Membership Details:
- Number: MCS-345
- Category: Family Membership
- Programs: Language Exchange, Cultural Workshops
Please send withdrawal confirmation and information about:
- Final newsletter subscription status
- Unused workshop credits
- Digital archive access
The monthly cultural exchange dinners created wonderful opportunities for cross-cultural understanding. Special thanks to the language exchange coordinator for organizing engaging sessions.
Kind regards,
Sofia Rodriguez
Member Number: MCS-345
14. Homeowners Association Withdrawal
Subject: HOA Membership Withdrawal Notice
Dear HOA Board,
This letter serves as formal notice of withdrawal from Valley View Homeowners Association due to the sale of my property at 123 Maple Street. The association has maintained excellent community standards and fostered a strong neighborhood spirit during my residency.
The property sale closes on June 15, 2025. Please process this withdrawal effective June 30, 2025, allowing time for final account settlement.
Property Information:
- Address: 123 Maple Street
- Member ID: VV2019-567
- Account: HOA dues paid through May 2025
Please provide:
- Final account statement
- Property transfer procedures
- Gate access card return instructions
The landscape committee deserves recognition for maintaining beautiful common areas. The summer block parties became cherished family traditions.
Sincerely,
Jennifer Parker
Member ID: VV2019-567
15. Professional Networking Group Withdrawal
Subject: Withdrawal Notice – Business Networking International
Dear Chapter President,
This letter requests withdrawal of my membership from Business Networking International. The weekly meetings and referral system have significantly contributed to my business growth and professional relationships.
Changes in my business model to focus exclusively on government contracts make continued membership less relevant. Please process this withdrawal effective September 30, 2025.
Member Details:
- ID: BNI2022-901
- Category: Marketing Services
- Referral Count: 45 Given, 38 Received
Please send withdrawal confirmation and outline procedures for:
- Completing active referrals
- Transitioning client relationships
- Accessing contact database
The structured networking format provided excellent opportunities for business development. Thanks to the membership committee for their consistent support.
Best regards,
Kevin Matthews
Membership ID: BNI2022-901
Wrap-up: Writing Effective Membership Withdrawal Letters
The key to a successful withdrawal letter lies in striking the right balance between appreciation and firmness. Each letter should clearly state your intention to withdraw, provide necessary account details, specify effective dates, and address any administrative requirements. Being courteous yet direct helps maintain professional relationships while ensuring your request receives proper attention.
Remember to keep copies of your withdrawal letter and any responses for your records. This documentation proves valuable if questions arise about the status of your membership or final payments.