How to Process a Cancellation Request

Agreements may need to be canceled for various reasons, such as changes in the client's business, budget constraints, or dissatisfaction with performance. Properly processing a cancellation ensures clear communication of the terms, mitigates any potential legal or financial issues, and maintains professionalism. By handling cancellations effectively, both parties can move forward without misunderstandings, protecting the business relationship and allowing for smoother operational adjustments.

Before initiating a cancellation, you will need to follow all of the steps on our Cancellation Checklist.

Steps:

In ARC, navigate to the Accounts page on the left-hand side of the screen.
Click on the “Accounts” Tab found towards the top of the page.
Search for the account name in the search field.
Other fields are not required but can be used to help filter your search.
Select your account from the list by clicking on the account name.
Select the Agreements tab on the top of the account page.
Click on the client’s current agreement.
Scroll to the bottom of the page and click the “Request Cancellation” button.
Select the first month / year in which the ad won’t run and hit calculate.
If any editorial was run, hit Add Editorial, select the magazine, month and year the editorial ran, and the number of pages.
Click Submit Cancellation Request.
Your client will receive an email with a link to view the cancellation terms.
Your client will receive an email with a link to view the cancellation terms. They also can access the cancellation by going to the Agreements tab in their Customer Portal and clicking the red “Cancel" button.
Your client will have two options to select from
Continue Agreement
Proceed with Cancellation
The client must select, proceed with cancellation and pay any cancellation in order to successfully cancel and terminate the remainder of the contract.

How to Process a Cancellation Request

https://embed.app.guidde.com/playbooks/6xvy47LizQk912YR4quxVi

This guide will walk you through how to process a cancellation request in ARC

Go to citylifestylehq.com

1. Processing a Cancellation Request

2. Accounts Page

In ARC, navigate to the Accounts page on the left-hand side of the screen.

3. Click "Accounts" tab

Click on the Accounts tab found towards the top of the page. Click 'Accounts' tab

4. Search for the account

Search for the account name in the search field.

5. Click on Account Name

Select your account from the list by clicking on the account name. Click on Account Name

6. Click "Agreements"

Click the Agreements tab on the top of the account page. Click 'Agreements'

7. Select the agreement

Select the client’s current agreement. Select the agreement

8. Click "Request Cancellation"

Scroll to the bottom of the page and click the Request Cancellation button. Click 'Request Cancellation'

9. Select cancellation month

Select the first month in which the ad won’t run. Select cancellation month

10. Click "Calculate"

Click calculate Click 'Calculate'

11. Avoid error message

Advertisers must submit a written cancellation request at least 20 days before the next ad submission deadline. If you try to cancel less than 20 days before the deadline, an error message will appear, and you won’t be able to proceed. You’ll need to choose the first available month that meets the 20-day notice requirement to move forward with the cancellation request. Avoid error message

12. Review Fees

ARC will auto calculate the fees associate with the cancellation but some items may need to be manually entered. Review Fees

13. Cancel Fees

Listed in the Terms and Conditions of the contractual agreement, the Advertiser will be charged a $200 cancellation fee. Cancel Fees

14. Open Rate

Any advertising or design services included in the agreement that have already been invoiced will be re-invoiced at the current open rate for ads that have already been printed. The open rate is determined by the most recent Media Kit and may be higher than the rate originally agreed upon. Please note, we only re-invoice for the ads that were already printed, not for all insertions in the original contract. Upon cancellation, any balances that have been paid will be deducted, and the remaining amount owed will be based on these adjusted invoices. Open Rate

15. Add in editorial features if needed

If an advertiser received editorial content, like an article or feature, and wasn’t charged before, they will now be billed for it at the open ad rate, depending on its size. For example, a full-page feature will be charged as a full-page ad. To include this in the cancellation, Click "Add Editorial" Add in editorial
features if needed

16. Enter editorial details

Enter the details about the featured editorials that were printed for the client. Enter editorial details

17. Click "Submit Cancellation Request"

Click Submit Cancellation Request to send notice to the client. Click 'Submit Cancellation Request'

18. Cancellation Email Notice

Your client will receive an email with a link to view the cancellation terms. Cancellation Email Notice

19. Cancel Agreement in Customer Portal

They can also cancel the agreement through the Customer Portal in the agreements tab. Cancel Agreement in Customer Portal

20. Pay and Cancel Agreement

In the link they receive, your client will have two options to select from. Continue Agreement or Pay and Cancel Agreement. The client must select Pay and Cancel Agreement in order to successfully cancel and terminate the remainder of the contract. If they close the screen without selection or select continue agreement the contract will stay intact. This guide provided a detailed walkthrough on processing a cancellation within Citylifestylehq.