Refusal letters – Tutorial

 

 

A refusal letter is basically a “bad news letter.” You have one chance to say it right. Be as diplomatic as possible. A refusal letter can be difficult to write. Anytime we have to communicate negative sentiments, it can be hard to find the right words, and to strike a balance between firm language and politeness.

Study the following tips for writing professional refusal letters:

  • 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. Remember to keep your tone friendly.
  • You may offer alternate sources that your reader could appeal to with a better chance of success as a “consolation prize.”
  • Use polite language throughout your rejection letter or refusal letter, and end by expressing wishes for the reader's success elsewhere.
  • Keep your letter as brief as possible.
Study the following samples of a refusal letter:

SAMPLE 1

Dear (name) This is to acknowledge receipt of your letter of (date), in which you requested a three month extension on your (type of) loan, number (number). After careful review, we regret to inform you that we are unable to grant you any further extensions for the payment on your loan. We are sorry about the difficulties you are experiencing, but we must insist on receiving your payment by (date) We hope that you will be able to find another solution to your problem.

Sincerely,

SAMPLE 2

Dear (name) Thank you very much for the proposal you submitted to us on (date) in response to our request. We are aware of the great deal of time and work that went into your bid and therefore, regret to inform you that we have awarded the contract to another firm. We based our decision on (reason for rejecting bid) We will certainly be inviting your firm to bid on our future projects and thank you once again for your proposal.

Yours sincerely,