A letter of rejection is a very specific part of business correspondence. It should contain a negative response to the client's request or partner's proposal. At the same time, it is important to maintain good relations with the recipient of the letter. In order to unequivocally express your position, but not offend the addressee and leave a favorable impression of yourself, follow the basic rules for writing a refusal.
- - the official letterhead of the organization;
- - computer;
- - Printer.
Draft your letter. Do not neglect this stage of document preparation. It will allow you to put your thoughts in order and choose the most correct phrases.
Start the text with the traditional address to the recipient: "Dear Ivan Ivanovich!" or "Dear Mr. Ivanov!" Do not use other wording, because the written refusal is official.
In the upper left corner, indicate the addressee of the letter: the name of the company, position, surname, initials of an employee or the surname and initials of a private person. Information about your company will be presented on the official letterhead in the upper right corner.
Write the main body of the document. First, repeat the request or offer that has been received. Of course, you don't need to completely rewrite the text of the incoming document. It is enough to summarize its essence in a few words, using traditional turns of business speech: "In accordance with your request for a copy of the order …" or "In response to your request to extend the term of concessional lending, we inform …".
Next, list the reasons for the refusal. The explanation for a negative answer should be short, logical, firm in essence, but not harsh in form. Do not distort the situation, do not present non-existent facts and implausible arguments. Whenever possible, back up your words with references to laws and regulations. But don't go to extremes. Overloading the letter with lengthy explanations and wordy apologies, you run the risk of further angering the addressee.
Start the final part of the letter with the standard wording that allows you to remain polite, but adamant in your decision: "Given the above facts, we, unfortunately, have to refuse to cooperate with your company" or "We regret to inform you that it is impossible to extend the credit line further." …
Try to mitigate the rejection. To this end, inform the addressee about other options for cooperation, about new services of your company that he can use on preferential terms, about the possibility of re-considering his request after a certain time, etc. All information must be absolutely correct and up-to-date.
Reread the draft letter. Correct errors, make necessary additions and corrections. Print the refusal on the official letterhead of the organization, sign it with the head and send it to the addressee.