REFUSAL LETTER

A refusal letter is written to deny a request, decline an invitation, or reply negatively to a suggestion. When writing a refusal letter, consider the following tips (Figure 62):

Be as diplomatic as possible to avoid hurt feelings.

Open the letter with a sincere statement that explains that you are refusing the request.

Explain your reasons for the refusal, and include any evidence to back up your decision.

Offer alternatives to the readers that might have a better chance of being accepted.

Be courteous and wish the reader success elsewhere.

Refusal letters are typically written to:

Decline an invitation or appointment.

Decline a claim request from a customer.

Turn down a request for a donation.

Decline a job offer, promotion, or transfer.

Reject an application for employment.

Decline to join an organization.

Terminate a business relationship.

Decline a request to write a letter of recommendation.

Turn down a suggestion.

Decline a request for credit.

Decline a gift.

Decline orders or requests for information.

Figure 62 Refusal Letter