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refusal letters

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Refusal Letters

Say "no" with one of our courteous refusal letters

With WriteExpress software you get example refusal letters to help you find the perfect words to say, plus choice phrases and sentences recommended by professionals.


How to write a refusal letter:

  • A refusal letter communicates unhappy news in a diplomatic way. It is basically a “bad news letter.” You have one chance to say it right. Be as diplomatic as possible. Don’t let your words come back to haunt you someday.

  • Open your refusal letter with a sincere expression of regret as you state exactly what you are refusing and how you received the request.

  • Explain your reasons for refusing and any evidence you may have to back up your position.

  • Offer alternate sources that your reader could appeal to with a better chance of success as a “consolation prize.”

  • Use courteous language throughout your letter, and end by expressing wishes for the reader's success elsewhere.

  • Check your refusal letter carefully for typos or any other mistakes in grammar, spelling, and punctuation.

  • Refer to essential references such as dictionary software, a thesaurus, and an English usage guide such as The Little, Brown Handbook, published by Scott, Foresman and Company.



With WriteExpress, it is easy to find the right words for your refusal letter.

  1. Choose from a variety of prewritten refusal letters that cover many common situations. Copy your letter directly into Microsoft Word or your favorite word processor.

  2. Or let our software guide you step-by-step through the writing process, suggesting sample phrases and sentences for each writing step. In minutes, you can write an effective refusal letter.

  3. Print your refusal letter and send it!


For each topic you get several refusal letters already written for you:

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