Tool
Case summary + roadmap + templates for United States consumers
Gym Membership Issue Tool — Cancel, Refund & Dispute Billing (USA)
Turn your situation into a clean written case summary, then follow a disciplined escalation path across the United States. Outcomes can depend on your contract and state laws, so the focus is documentation and consumer protection escalation when necessary.
What to include
State and gym location
Payment method (credit/debit/ACH)
Dates (join, cancellation attempt(s), last charge)
Proof (screenshots, emails, receipts)
Goal (stop charges, refund, both)
Draft
Keep it factual: dates, amounts, and what you can prove.
Resolution roadmap
Use the first steps that apply to your situation. Don’t jump to escalation until you have a clean written record.
Step 1 — Capture your timeline and evidence
Collect: membership agreement, cancellation policy section, payment receipts, screenshots of cancellation attempts, emails/texts, and bank/card statements showing charges.
Step 2 — Request in writing (and keep proof)
Send a written cancellation/refund request. Ask for confirmation in writing. Save everything. If the gym claims “in person only”, still send written notice.
Step 3 — Stop recurring payments (if charges continue)
If you’re being charged after cancellation attempts, contact your card issuer or bank about stopping recurring payments and disputing unauthorized or incorrect charges.
Step 4 — Dispute charges (when appropriate)
If you have documentation and the gym will not fix it, consider a card dispute. Keep the dispute narrowly focused on specific charges and facts.
Step 5 — Escalate to consumer protection
If needed, file complaints with consumer protection offices (for example, your State Attorney General’s consumer protection division). Use your written timeline and attachments.
Step 6 — Last resort options
If the amount is meaningful and you have documentation, consider small claims court. For higher stakes or complex contracts, consult an attorney in your state.
Tip:
Your strongest position is a short timeline with dates, written requests, and proof of continued charges.
Copy Templates — Cancellation and Refund Letters
These are general-purpose templates. Replace bracketed fields. Keep it factual and dated.
Cancellation request (email or letter)
Subject: Cancellation Request — [Your Full Name], Membership #[Number]
Hello,
I am requesting cancellation of my gym membership effective [date]. Please confirm in writing that my membership is canceled and that no further charges will be made.
Details:
- Name: [Full Name]
- Membership #: [Number]
- Location: [Gym location/city, state]
- Join date (if known): [date]
- Cancellation requested on: [date]
Please respond with written confirmation and an itemized statement showing any amounts you believe are due, with the contract clause you rely on.
Sincerely,
[Full Name]
[Phone] | [Email]
[Address]
Refund request (specific charges)
Subject: Refund Request — Incorrect/Unauthorized Charges on [date(s)]
Hello,
I am requesting a refund for the following charge(s) that occurred after my cancellation request / during a dispute:
- Charge date(s): [date(s)]
- Amount(s): [$]
- Payment method: [credit card/debit/ACH]
- Membership #: [Number]
I previously requested cancellation on [date] and I am attaching supporting documentation: [list attachments].
Please confirm in writing within [7] days that you will refund the above charge(s) and that recurring billing has been stopped.
Sincerely,
[Full Name]
[Phone] | [Email]