Ending your Glean membership made easy

About Glean

Glean is a workplace search and knowledge management platform that uses artificial intelligence to help teams find information across their company's various apps and tools. Originally founded in Silicon Valley, Glean has expanded its operations to serve UK businesses looking to streamline how employees access and discover information scattered across multiple platforms like Slack, Google Drive, Confluence, Jira, and dozens of other workplace applications.

The software acts as a unified search engine for your entire company's knowledge base, learning from how your team works to surface relevant information quickly. Rather than switching between multiple apps to find that crucial document, message, or file, Glean provides a single search interface that understands context and permissions. It's particularly popular among fast-growing technology companies and enterprises with complex information ecosystems.

Most importantly, Glean is designed for business use rather than individual consumers, which means its cancellation processes follow enterprise software conventions rather than typical consumer subscription models. This distinction matters significantly when you're trying to end your service, as you'll discover the process involves more formal communication channels than simply clicking an "unsubscribe" button.

Who typically uses Glean

From my experience processing cancellations, Glean users typically fall into several categories. You've got technology startups that adopted the platform during rapid growth phases, established enterprises looking to improve knowledge management, and organisations that integrated Glean as part of their digital transformation initiatives. The common thread is that these are workplace tools managed by IT departments or operations teams rather than individual subscriptions.

Keep in mind that because Glean operates primarily in the B2B space, you're likely dealing with an enterprise agreement rather than a simple monthly subscription. This affects everything from pricing to cancellation procedures, which I'll walk you through in detail.

Plans, features and pricing

Glean doesn't publish standard pricing on their website, which is typical for enterprise software. Instead, they operate on a custom pricing model based on factors like company size, number of users, and specific feature requirements. This approach means every organisation pays different amounts, and there's no one-size-fits-all price list I can share with you.

However, from working with numerous companies through their cancellation processes, I can tell you that Glean typically structures their offerings around user counts and contract lengths. Most agreements I've seen involve annual commitments rather than month-to-month arrangements, which has significant implications for cancellation timing.

Typical features included

Regardless of your specific plan, Glean generally includes core functionality across all tiers. You'll get the unified search capability across connected applications, AI-powered recommendations that learn from usage patterns, and permission-aware results that respect your existing access controls. The platform also includes people search functionality, helping you find colleagues with specific expertise.

Higher-tier plans typically add features like advanced analytics, custom integrations with proprietary systems, dedicated customer success management, and enhanced security controls. Some organisations also purchase additional services like implementation support, training programmes, and priority technical support.

Understanding enterprise pricing structures

Additionally, many Glean contracts include automatic renewal clauses, which I'll discuss in detail shortly. These clauses are absolutely critical to understand because they determine your cancellation windows and notice requirements.

Terms of service and cancellation policy

Right, this is where things get serious, and I need you to pay close attention because enterprise software agreements differ substantially from consumer subscriptions. Glean's terms of service govern your entire relationship with the company, including how and when you can terminate the agreement.

First and foremost, Glean operates under contracts that typically require written notice for cancellation. This isn't a service where you can simply stop paying and walk away. Your agreement almost certainly includes specific provisions about notice periods, and failing to follow these procedures properly can result in continued billing or early termination fees.

Notice periods and timing requirements

Most Glean contracts I've reviewed require between 30 and 90 days' written notice before the end of your current term. This is standard practice in enterprise software, but it catches many organisations off guard. Let me break down why this matters so much.

Imagine your annual contract renews on 1st December. If your agreement requires 60 days' notice, you'd need to submit your cancellation letter by 2nd October at the latest. Miss that deadline by even a single day, and you're typically committed to another full year of service. I've seen companies accidentally lock themselves into £50,000+ renewals simply because they didn't track their notice deadlines properly.

Keep in mind that "written notice" has a specific legal meaning in the UK. Whilst email might seem sufficient, postal communication via Recorded Delivery provides the strongest legal protection and proof of delivery. This is why I always recommend the postal route for cancellations of this magnitude.

Automatic renewal clauses

Nearly every Glean contract includes automatic renewal provisions. Unless you provide proper written notice within the specified timeframe, your agreement automatically renews for another term, usually matching your original contract length. This means a one-year contract becomes another one-year commitment unless you cancel correctly.

These clauses exist because enterprise software requires significant implementation and integration work. Vendors want stability and predictable revenue, so they structure agreements to encourage long-term relationships. From a cancellation perspective, though, automatic renewal means you must be proactive and organised about your exit timeline.

UK legal considerations

Under UK law, business-to-business contracts like Glean agreements have different consumer protections than personal subscriptions. The Consumer Rights Act 2015 generally doesn't apply to commercial contracts, which means you're bound by the specific terms you agreed to when signing up.

However, the Contract and Commercial Law Act still requires that cancellation terms be reasonable and clearly communicated. If Glean failed to make you aware of cancellation requirements or notice periods, you may have grounds to challenge unfair terms. That said, most enterprise agreements are carefully drafted to comply with UK commercial law.

Most importantly for your purposes, UK law recognises postal communication as valid legal notice. Sending your cancellation via Royal Mail Recorded Delivery creates an official record of when you provided notice, which can be crucial if any disputes arise about timing or receipt.

Early termination and associated fees

Attempting to cancel before your contract term ends typically triggers early termination provisions. These clauses often require payment of some or all remaining contract value. For example, if you're six months into a twelve-month agreement worth £24,000, you might owe the remaining £12,000 even if you stop using the service.

Some contracts include graduated early termination fees that decrease as you progress through the term. Others allow termination for cause if Glean fails to meet specified service levels. Review your specific agreement carefully to understand what financial obligations you face if you need to exit early.

Cancelling by post - the complete guide

Right, let's walk through exactly how to cancel your Glean subscription using postal mail, which remains the gold standard for legal notice in the UK. I've guided hundreds of organisations through this process, and I'm going to share the exact steps that ensure your cancellation is processed correctly without complications.

Why postal cancellation is your best option

Before we dive into the mechanics, let me explain why I strongly recommend postal cancellation over other methods, even in our digital age. First, Recorded Delivery provides independent, third-party proof that your notice was sent and received. Royal Mail's tracking system creates an audit trail that's admissible in legal proceedings if disputes arise.

Second, postal communication carries more legal weight than email in UK commercial law. Whilst electronic communication is generally valid, courts consistently recognise postal notice as meeting written notice requirements without question. When you're dealing with contracts worth thousands of pounds, this certainty matters enormously.

Third, sending physical mail forces a paper trail within the recipient organisation. Your letter must be opened, logged, and routed to the appropriate department. This creates multiple touchpoints and reduces the risk that your cancellation request simply disappears into someone's overflowing inbox.

Additionally, postal cancellation demonstrates seriousness and formality. Enterprise software vendors take written letters more seriously than emails, which can be dismissed as casual inquiries. A formal letter signals that you understand the contractual relationship and are taking proper steps to end it.

Locating your contract and key information

Before you write anything, you need to gather essential information from your original Glean agreement. Dig out your contract and locate these critical details: your exact contract start date, the term length, your organisation's account number or customer ID, the billing contact person, and any specific cancellation provisions or notice requirements.

Most importantly, find the section dealing with termination or cancellation. This will specify exactly how many days' notice you must provide and may include specific language or information that must be included in your cancellation notice. Some contracts require you to reference specific clause numbers or include particular statements to make your cancellation valid.

Keep in mind that if you can't locate your original contract, you should request a copy from Glean before proceeding. Cancelling without understanding your specific terms can lead to mistakes that cost you dearly.

Calculating your cancellation deadline

This step trips up more organisations than any other, so pay close attention. You need to work backwards from your renewal date to determine your cancellation deadline, accounting for both the notice period and postal delivery time.

Let's work through a practical example. Suppose your contract renews on 15th January, and your agreement requires 60 days' notice. Counting back 60 days brings you to 16th November. However, that's the date Glean must receive your notice, not the date you post it. Royal Mail Recorded Delivery typically takes 1-2 business days, so you should post your letter by 13th November at the latest to ensure it arrives by the deadline.

Additionally, I always recommend adding an extra buffer of at least one week. This accounts for postal delays, weekends, bank holidays, and any unexpected complications. Using our example, you'd want to post your letter by 6th November to have comfortable margin for error.

What to include in your cancellation letter

Your cancellation letter needs to be clear, professional, and comprehensive. Whilst I'm not providing a template, I'll tell you exactly what information must be included for your cancellation to be valid and effective.

Start with your organisation's full legal name and address, exactly as they appear on your Glean contract. Include your account number or customer ID prominently near the top. Next, clearly state your intention to cancel or terminate the agreement, using direct language like "This letter serves as formal notice of our intention to terminate our Glean subscription agreement."

Reference your specific contract by date and, if possible, contract number. Specify the exact date you want the cancellation to take effect, which should align with your contract end date. Include the name and contact details of the person in your organisation who has authority to make this decision, typically someone in a senior management or procurement role.

Most importantly, request written confirmation of your cancellation and the effective termination date. This creates an expectation of response and gives you grounds to follow up if you don't receive acknowledgement.

The correct postal address for Glean

You must send your cancellation letter to Glean's official registered address to ensure it reaches the right department and creates valid legal notice. Based on current company records, send your cancellation to:

• Glean Technologies UK Ltd
• 107 Cheapside
• London
• EC2V 6DN
• United Kingdom

Always verify this address is still current before posting, as companies occasionally relocate or update their registered offices. You can confirm the current address through Companies House records or by contacting Glean directly.

Using Royal Mail Recorded Delivery

Right, now let's talk about actually sending your letter. You must use Royal Mail Recorded Delivery, not regular post. This service costs a few pounds extra but provides tracking and proof of delivery, which is absolutely essential for cancellations.

When you visit the post office, specifically request Recorded Delivery and keep your receipt. This receipt contains a unique tracking number that allows you to monitor your letter's progress online through Royal Mail's tracking system. The recipient must sign for Recorded Delivery items, creating an official record of receipt.

Additionally, I recommend photographing or scanning your completed letter before sealing the envelope. This gives you a record of exactly what you sent, which can be valuable if any questions arise about the content or timing of your notice.

Tracking and confirming delivery

Once you've posted your letter, track it religiously using the Royal Mail website. Enter your tracking number daily until the system confirms delivery. The moment you see delivery confirmation, take screenshots showing the delivery date and time. Print these screenshots and file them with your other cancellation documentation.

Keep in mind that Recorded Delivery only confirms that someone at the address signed for your letter, not that Glean has processed your cancellation. Within three to five business days of confirmed delivery, you should follow up to request written acknowledgement of your cancellation.

Following up after posting

This is where many organisations drop the ball, assuming their job is done once the letter is posted. Not so. You need to actively follow up to ensure your cancellation is being processed correctly.

After your letter has been delivered, contact Glean's customer service or account management team. Reference your letter by the date it was delivered and request confirmation that your cancellation has been logged in their system. Ask for written confirmation via email that includes your cancellation effective date and confirms no further charges will be processed after that date.

If you don't receive confirmation within one week, escalate. Contact your designated account manager or customer success representative directly. If you still face resistance or delays, consider sending a second cancellation letter via Recorded Delivery, referencing your first letter and the lack of response.

Using services like Postclic for postal cancellations

Whilst you can certainly handle postal cancellation yourself, services like Postclic streamline the entire process and provide additional protection. Postclic allows you to create, send, and track cancellation letters entirely online, eliminating trips to the post office and ensuring professional formatting.

The platform handles Royal Mail Recorded Delivery automatically, providing digital proof of postage and delivery. You'll receive notifications when your letter is delivered, and all documentation is stored digitally for easy access. For busy operations teams managing multiple subscriptions, this can save considerable time and reduce the risk of missed deadlines.

Additionally, Postclic's digital audit trail can be particularly valuable for organisations with strict compliance requirements or those that need to document cancellation procedures for accounting or legal purposes. The service costs a modest fee but can prevent expensive mistakes that result from missed deadlines or improper notice.

Tips from former members

After processing countless Glean cancellations, I've gathered insights from organisations that have successfully navigated this process. These tips come from real experiences and can help you avoid common pitfalls whilst ensuring a smooth exit.

Start planning your exit early

The single most common mistake I see is organisations waiting until the last minute to initiate cancellation. Given the lengthy notice periods typical in enterprise agreements, you should begin planning your exit at least 90 to 120 days before your desired termination date. This gives you time to review your contract thoroughly, gather necessary information, and handle any complications that arise.

One technology company I worked with discovered they needed 90 days' notice only 60 days before their renewal. They ended up locked into another full year because they hadn't reviewed their contract terms early enough. Don't let this happen to you. Set calendar reminders at 120 days, 90 days, and 60 days before your contract end date.

Document everything meticulously

Create a dedicated folder, either physical or digital, for all cancellation-related documentation. Include your original contract, copies of all correspondence, postal receipts, tracking information, delivery confirmations, and any emails or phone call notes. This documentation becomes invaluable if disputes arise about whether proper notice was given or when cancellation should take effect.

Additionally, maintain a timeline document that records every action you take, including dates, times, and the names of any Glean representatives you speak with. This level of detail might seem excessive, but it provides crucial protection if you need to demonstrate that you followed proper procedures.

Understand why you're cancelling

Whilst this might seem obvious, clearly articulating your cancellation reasons can be strategically valuable. Common reasons for cancelling Glean include budget constraints, low adoption rates among employees, switching to alternative knowledge management solutions, company restructuring or downsizing, and dissatisfaction with features or performance.

Understanding your reasons helps you resist retention offers that don't actually address your core concerns. Glean's account team will likely contact you when they receive your cancellation notice, offering discounts, additional features, or other incentives to keep your business. If you're cancelling due to budget issues, a discount might be relevant. If your team simply isn't using the platform, no amount of discounting solves the fundamental problem.

Plan for data export and transition

Before your cancellation takes effect, ensure you've exported any data or insights you want to retain. Glean may store usage analytics, search history, or custom configurations that could be valuable for future reference or for transitioning to alternative solutions. Most importantly, understand that you'll lose access immediately upon cancellation, so complete any data export well before your termination date.

Several organisations have told me they wished they'd documented which applications were integrated with Glean and how employees were using the platform. This information can guide your selection of replacement tools and help you understand what functionality you'll need to replicate through other means.

Communicate with your team

If your organisation has been using Glean actively, employees will notice when it disappears. Plan internal communication about the cancellation, explaining the timeline and any alternative solutions you're implementing. This reduces confusion and support tickets to your IT team.

One company I worked with cancelled Glean without informing their employees, leading to dozens of support requests and frustration when people couldn't access the search functionality they'd come to rely on. A simple email explaining the change and pointing people to alternative resources would have prevented this chaos.

Watch for final charges

Even after successful cancellation, monitor your accounts carefully for several billing cycles to ensure no unexpected charges appear. Enterprise software billing can be complex, with various fees and charges that might not be immediately obvious. If you spot any charges after your agreed termination date, contact Glean immediately with your cancellation documentation.

Keep in mind that some charges might be legitimate, such as prorated fees for partial months or previously agreed implementation costs. Review any final invoices carefully against your original contract to determine whether charges are appropriate.

Consider timing around your fiscal year

If possible, align your cancellation with your organisation's fiscal year-end or budget planning cycles. This makes accounting cleaner and ensures that your team isn't scrambling to reallocate budget mid-year. Additionally, contract negotiations or renewals often happen around fiscal year boundaries, so this timing can provide leverage if you're considering alternatives to outright cancellation.

Don't burn bridges unnecessarily

Finally, maintain professional relationships throughout the cancellation process. Whilst you're ending this particular service agreement, circumstances change, and you might reconsider Glean in the future. Being respectful and following proper procedures leaves the door open for future business relationships if your needs evolve.

That said, being professional doesn't mean being a pushover. If Glean isn't processing your cancellation correctly or is attempting to charge you beyond your contract terms, be firm and reference your documentation. The postal cancellation approach I've outlined gives you the legal foundation to insist on proper treatment.

Remember that cancelling enterprise software is a business transaction, not a personal decision. Keep emotions out of it, follow the procedures I've outlined, document everything thoroughly, and you'll navigate this process successfully. The postal route might seem old-fashioned, but it remains the most reliable method for ensuring your cancellation is legally valid and properly documented. Take your time, do it right, and you'll exit your Glean agreement cleanly without ongoing complications or unexpected charges.