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 Little, Brown Handbook, The (12th Edition) (Aaron Little, Brown Franchise).
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- Find the /refusal letter that fits your needs and copy it directly into Microsoft Word or your favorite word processor.
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- Print your refusal letter and send it!
You'll get refusal-letter tutorials and a variety of sample refusal letters for each of these topics:
- Cancel or decline to schedule an appointment
- Decline a job offer, promotion, or transfer
- Decline a request for a claim or adjustment
- Decline a request for credit
- Decline a request for a donation
- Decline a request for employment
- Decline to accept a gift
- Decline to give advice
- Decline orders but offer an alternate or substitute item
- Decline orders or requests for information
- Decline an invitation to an event
- Decline an invitation to join an organization
- Decline an invitation to speak or perform
- Decline to write a letter of recommendation
- Deny an expected or hoped-for promotion or raise
- Reject a bid or proposal
- Reject or terminate a business relationship
- Reply negatively to a suggestion
- Turn down a customer's or employee's suggestion
- Write a refusal