I am writing this letter to cancel our request to use your auditorium for the celebration of our organization’s anniversary next month. There have been changes in the plan for our celebration and we will be holding the activity at a later date. We have decided to hold a thanksgiving charity event for poor children instead and we will no longer be holding an indoor event. We believe that this will be a more meaningful way of spending our anniversary and wisely using the money to help others.
Rest assured that we will pay the amount specified in our contract as a fine for cancelling our request. As per our contract, it is still acceptable to cancel our request at least a month before the scheduled use of the venue.