Refusal letter

Refusal letter is a type of the letter, which main goal is to turn down a request, offer, proposal or application or simply to refuse something.

L. Sue Baugh writes: The basic principle of writing refusal letter is courtesy first and refusal second. This principle applies to any type of refusal letter.

The letter should show the writers appreciation and gratitude but also state the reason for refusing and at the very end it should present final decision. The author of the letter should apologize to the minimum. This is an important rule as some of the addresses may treat apologies as a chance for further discussion and Negotiation. The person, who receives the letter should be satisfied with an explanation, even though slightly disappointed.

That type of the letter is a perfect chance to help the addressee accept the negative feedback, but it also leaves the door open for further future discussion and mutual agreement, if the written and receiver meet again under different circumstances. The letter can also help the reader to see the opportunities, by showing him what he/she could change or do for future in order to receive the acceptance letter.

Therefore, the  successful refusal letter should be written in the good tone and tact. It should be positive despite, all the circumstances. The writer should be objective, tell the facts, but be at the same time tactful.

As Raymond suggests, since the major goal of a refusal letter is to say no, you should:

• Say no-plainly and directly,
• Explain and justify your decision before refusing,
• Apologize for the bad news

The structure and form of this letter should be adjusted to the particular situation and the reader. In case the reader might be emotional the letter should be written in persuasive structure. If the situation is rather neutral, and no emotional investment is involved the writer can use direct approach in order to refuse. One can refuse by writing short email or a note e.g. as this will not cause any  "heart feelings".

Persuasive letter structure

In case of the letter that is like to be emotional for the reader the persuasive letter structure. It usually has 5 paragraphs, that serves the concrete role:

• 1st paragraph-Thanking for the contact, building positive impression;
• 2nd paragraph-Giving context by being neutral, rational, and providing the arguments thanks to which the reader will understand the final decision;
• 3rd paragraph-Saying "no" in a clear and diplomatic way;
• 4th paragraph-Giving the alternative that will give the reader hope and some positive feelings,
• 5th paragraph-Positive ending by thanking and giving the reader the contact if needed;

How to write rejection letter

It should have a proper structure as usually is a formal letter. To write rejection letter follow below points :

1. Use company Letterhead,
2. Letter should be short and dyplomatic,
3. Use job candidate's name for example Dear Ms. Surname/ Dear Mr. Surname,
4. Thank the candidate for applying for the position,
5. Simple straight decision,
6. Be supportive and include positive notes as Quality/ Qualifications,
7. Finish letter with signature, courteous salutation,

Examples of Refusal letter

• Dear [Name],

Thank you for your [proposal/offer/application/etc.]. After careful consideration, we regret to inform you that we must decline your request. We appreciate the effort you have put into your [proposal/offer/application/etc.] and thank you for your interest in [company/organization/etc.].

We wish you the best of luck in your future endeavors.

Sincerely, [Name]

• Dear [Name],

Thank you for your [proposal/offer/application/etc.]. Unfortunately, we are unable to accept it at this time. We appreciate the thought and effort you have put into your [proposal/offer/application/etc.].

Please do not hesitate to contact us if you have any further questions or require additional information.

Sincerely, [Name]

• Dear [Name],

Thank you for your [proposal/offer/application/etc.]. After careful consideration, we regret to inform you that we must decline your request. We appreciate the time and effort you have put into your [proposal/offer/application/etc.], however, we are unable to accept it.

We wish you the best of luck in your future endeavors.

Sincerely, [Name]

Advantages of Refusal letter

A refusal letter is a useful tool for clearly communicating one's intentions in a professional way. There are several advantages to using a refusal letter:

• It ensures that the recipient understands the decision, as the language used is unambiguous and direct.
• It projects a professional image, as the letter conveys respect for the recipient and their request, even if the decision is to decline it.
• It allows the sender to remain neutral and objective, avoiding any potential misunderstandings or conflict.
• It demonstrates the sender's attention to detail, as the letter is drafted using polite language, and may even offer alternative solutions or affirmations of appreciation.
• It provides a permanent record of the decision, allowing the sender to refer to it if necessary.

Limitations of Refusal letter

A refusal letter is usually used to decline a request, offer, proposal, or application. However, there are a few limitations to this type of letter that should be taken into consideration.

• A refusal letter should never be used to reject a job applicant, as this could be considered discrimination.
• Refusal letters should be brief and to the point, avoiding long explanations and excuses.
• Careful wording should be used to ensure that the refusal letter is polite and professional.
• If the recipient has a right to appeal the decision, this should be clearly outlined in the refusal letter.
• Any relevant information or instructions should be included in the letter, such as a deadline for the appeal.
• The refusal letter should be sent as soon as possible, allowing the recipient to take any necessary steps.
• It is important to remain neutral and respectful to the recipient, even if the decision is difficult.

Other approaches related to Refusal letter

Refusal letters are not the only way to turn down a request, offer, proposal or application. There are other approaches that can be taken, such as:

• Meeting face-to-face: This approach is suitable when the situation requires a more delicate approach than a letter. In a face-to-face meeting, the person can explain the reasons for the refusal in a more direct and personal way.
• Phone call: This approach is suitable when the situation requires a more direct approach than a letter, but not as direct as a face-to-face meeting. The person can explain the reasons behind the refusal in a direct but less personal way.
• Email: This approach is suitable when the situation requires a less direct approach than a phone call or a face-to-face meeting. The person can explain the reasons for the refusal in a less direct and less personal way.
• Social media: This approach is suitable when the situation requires a more public approach than a letter or an email. The person can explain the reasons for the refusal in a public way.

In summary, refusal letters are just one way to turn down a request, offer, proposal or application. Depending on the situation, there are other approaches that can be taken, such as a face-to-face meeting, a phone call, an email, or social media.

Footnotes

Refusal letter — recommended articles

Letter of acknowledgement — Adjustment letter — Testimonial evidence — Media advisory — Adaptation process — Commissioner for oaths — Effective communication — Group contract — Written resolution

References

• Baugh L. Sue, Maridell Fryar, David Allen Thomas. (1994). Handbook for Business Writing, McGraw Hill Professional, p. 203
• Baugh L. Sue, Maridell Fryar, David Allen Thomas. (1999). Write First-class Business Correspondence Black & Decker here's how--Here's How Series, McGraw Hill Professional p. 106
• Carol M. Cram. (2009). New Perspectives: Portfolio Projects for Business Communication, Cengage Learning, p. 88-89
• Gilling D. A. (2013), The Essential Handbook For Business Writing. Greenlink Consulting, Canada http://essentialbusinessenglish.com/EBE/the_EBE_method_files/TheHandbook-Sampler.pdf
• Johnson-Sheehan Richard. (2005). Communication Today, Pearson/Longman, p. 465
• Lesikar Raymond V., John Pettit 9. (1995). Basic Business Communication, McGraw-Hill Education, p. 35-36
• Mayer Dale (2011). Career Essentials: The Cover Letter (business, career, job hunting), p. 101
• Nyzhnikova L.V. (2011), Business correspondence and office work in english, Odesa Academy of Law, Odesa http://dspace.onua.edu.ua/bitstream/handle/11300/909/Nyzhnikova_Business%20correspondence.pdf?sequence=1&isAllowed=y
• Walter E. Oliu. (1994). Writing that works: effective communication in business, Nelson Thomson Learning, p. 240, p. 426

Author: Dominika Zaich