Rejection letters are an integral part of business correspondence, although not the most pleasant. Nevertheless, one way or another, but in business correspondence, we constantly encounter situations where it is necessary to say “no”. The reasons for refusal are different: they can be both objective and subjective.

Difficulties with the preparation of refusal letters arise when:

• it is necessary to refuse an “interesting” addressee for a number of objective reasons;
• unpleasant to refuse;
• it is important to maintain the location and loyalty of the addressee.

How to write a letter of refusal politely and correctly, so that remorse does not torment you, and the addressee does not erase you from his memory forever?

First, take a stand, denying someone that "no" is just part of a constructive business dialogue. Each participant in this dialogue pursues its own goals and interests, which, for a number of reasons, may not always coincide. Thus, refusal is a common practice in the business world, which you need to learn how to work with competently.

Second, refuse wisely. A sensible denial is a proper denial. Show that you respect and understand the position of the addressee, but, as they say, your own shirt is closer to the body.

In this article, you will learn 9 secrets on how to write a proper rejection letter.

So, the manner of the rejection letter is evasive, so as not to offend the addressee. First, you argue the refusal so that the reader understands the course of your thoughts, and at the end you report on the decision made.

But let's go in order. In order for the refusal to sound as correct as possible for the addressee, one should adhere to the following scheme for writing the refusal:

1. Start your letter with a personal appeal to the addressee.

“Hello, dear Ivan Stepanovich!”

"Dear Maria Sergeevna!"

2. Thank the addressee for responding to your offer:

“We are grateful for the opportunity you found by providing us with a business proposal!”

"Thank you for taking our offer"

"Thank you for sending us your CV"

3. Set the context. This should be a neutral comment that informs about the subject of the email. There should be no hint of a definitive answer in this part.

“We are informing you about the decision of the expert commission regarding your application for a grant to organize a remote Internet training center…”

Gratitude and the context of the letter can be combined into one block:

“Thank you for the submitted application for a grant to organize a remote Internet learning center and inform you about the decision of the expert commission…”

4. Show the recipient that you have read what you are refusing. The refusal letter should contain facts and words recognizable by the addressee. There is nothing more offensive than a typical refusal to all mailing list participants. Many people stop responding to proposals when they feel that their project (resume, proposal) has not even been opened. Even if this is a mailing list, watch the words, otherwise you risk losing potential partners.

"We have carefully studied the information about your professional experience and knowledge."

“We have carefully studied your project for…”.

"The commission has carefully studied the data and survey results you provided."

5. Express understanding and sympathy.

"We understand how important it is for you to participate in this project."

“We share your interest in the results…”

« Members of the commission share your concern that…”

6. Give a compliment to the addressee, mark the advantages of the offer, what you liked - this will allow the addressee to save face.

"Organization distance learning would make the situation much better."

“Enthusiasm and a quick learner are very valuable qualities for an employee.”

"Your experience and knowledge deserve attention."

7. And now it's time to say "..., but ...". Justify your refusal, referring to objective circumstances. State the reasons in a positive or neutral way. The explanation should not look like an apology. Try to choose the most convincing arguments for the recipient.

“However, at present, due to the lack of technical infrastructure, less than 1% of residents have access to the Internet in the regions. The plans of state structures include an article for allocating funds for infrastructure development only next year.”

“However, at the moment we are looking for a qualified and experienced specialist in the repair of vehicles of this brand. The management of the company plans to expand its staff only next year.”

8. Refuse nicely: "... you're too good for me."

« In the absence of the technical possibility of accessing the Internet, the allocation of a grant for the organization of distance learning seems to be somewhatpremature- launching a project without the necessary technical base could only discredit a good idea»

“We see the opening of an assistant vacancy at the moment as inexpedient due to the lack of a qualified master who could transfer knowledge to colleagues.”

The rejection letter should contain a clear wording of the rejection + a clear explanation of the reasons why the decision to reject was made:

“Unfortunately, at the moment we have made a positive decision in favor of another candidate, whose professional experience is more consistent with the volume and complexity of the tasks to be solved in this position.”

9. Offer an alternative to the addressee. Treat him with understanding. Leave hope for future cooperation to the addressee, because he can potentially be of interest to you in the future.

« We regret that on this stage could not contribute to the implementation of your plans in the regions. Perhaps next year the situation with the provision of the Internet will be more favorable, and then these plans will be implemented,-We invite you to submit them to....

"We are ready to consider your candidacy when opening new vacancies."

“If circumstances change in the near future, we will gladly revisit your application.”

Many HR specialists do not respond to sent resumes, citing lack of time. However, this is not very polite, because the people who sent the resume are waiting for the results, hoping and wanting to know about the fate of the vacancy that they liked. Alternatively, a universal rejection letter is used.

We suggest considering a universal letter of refusal on a resume:

“We carefully reviewed your resume, but we are forced to refuse. Your candidacy does not meet some of the requirements that apply to applicants for this vacancy. Thank you for your interest in our company and we wish you good luck.”

We propose to transform the same universal letter using 9 secrets:

"Good day, Sergey!

Thank you for the submitted resume and we will inform you about the results of the competition at vacant position X in XXX company. Personnel service The company carefully studied your resume. We understand how important it is for you to win the competition and get this job. Indeed, your experience and knowledge deserve attention. Unfortunately, at the moment a positive decision has been made in favor of another candidate, whose professional experience is more consistent with the volume and complexity of the tasks to be solved in this position. We are ready to consider your candidacy when opening new vacancies.

Sincerely,…"

Refusal letters written using the proposed nine secrets will help the author (the sending company) create the image of a competent, correct, civilized business interlocutor.

• Career, Work, Study

Instruction

It seems to be easier, you found the same product for more favorable price, and you should refuse another supplier with whom you have a long-standing business relationship. But in this case, the usual phrases like "we are forced to refuse further cooperation" can be misinterpreted and perceived as an insult. In the business world, you should treat your partners with respect and avoid a complete break in relationships, so you should write a rejection letter in such a way as to leave the possibility of cooperation in the future, because it is possible that the terms of this cooperation can be changed in the future to your benefit.

First of all, you should internally tune in that you are not going to write anything bad, and refusal to communicate in business does not at all mean some kind of offense. Both you and your permanent partners pursue their goals, they may or may not coincide, but each of you has the right to achieve them in any more profitable, optimal and rational ways. Your task is to refuse in the most tactful and correct form. To do this is not so difficult.

When writing a disclaimer, personal addressing is especially important. Start it with such an appeal: “Good afternoon, dear Ivan Ivanovich!”. Be sure to thank the partner for those business proposals that he sent to you, or for long-term cooperation. Here it is necessary to make it clear that these proposals have been carefully considered by you or that this cooperation has been useful to you. It is necessary that your addressee sees in the text those facts and words that are familiar to him. This serves as a confirmation of the sincerity of your words.

Turning to the actual refusal, it is necessary to clearly articulate both the refusal itself and the reasons that prompted you to reject the offer or suspend further cooperation. For example: “At present, we cannot accept your offer, since our company is not able to purchase the offered goods at the indicated prices” or: “We are forced to temporarily refuse to cooperate with you on this issue, since we were offered more favorable conditions that allow improve the performance of our company.

The letter of refusal should contain a mention of alternative options for cooperation in the future: “We express the hope that our cooperation will continue, and in the future we will remain partners and be able to implement several new projects.”

People need to be helped, but sometimes the circumstances are such that you cannot do this, or the individual tries to hang his problems on you. In case of refusal, in any case, you need to be polite and try not to offend the person.

In certain life situations you have to be able to say "no". This greatly simplifies life and eliminates problems. Sometimes it is very difficult to refuse a person, however, consent can entail a number of difficulties. There is no need to be rude, especially if you have to communicate further with this individual. There are certain ways to politely refuse.

Long term consent

This is a situation in which a person does not seem to refuse, but at the same time does not fulfill the request. It stretches the execution of the task in time. The individual waits and waits, he gets tired of it, and he turns to another person for help. Of course, a person may be offended by wasting so much time waiting, so it is better to use this method as little as possible.

Lack of time

You can make strong arguments about the impossibility of doing something, referring to the total workload. Out of courtesy, you can offer your services after a fairly long period of time.

Difficulties

In this case, you can tell the person about the life difficulties that you are experiencing. Make it clear that now is not up to him.

These are the most common ways to politely decline. Each situation is individual and you can find a new psychological approach to this issue.

Tamara Vorotyntseva - Development Director of the training company "BUSINESS PARTNER" (Moscow). Practicing business coach, author of the book “Building a personnel training system” and publications in business publications in Russia, Kazakhstan and Ukraine. The creator of the Internet mailing list: "E-mail correspondence in business" on the subscribe.ru server! The book is a practical guide for business people who actively correspond with clients and partners. It presents tools that will help make electronic communication efficient, optimal in terms of time and result, and as much as possible in line with the rules and regulations adopted in the modern business community. The author gives practical advice, illustrates his observations with real life cases, gives reasoned conclusions. The text of the book is rich in recognizable examples of real business correspondence. The author shares his observations, techniques, "tricks" that can significantly affect the efficiency and effectiveness of a business email. If you are a business person and it is important for you to write quickly, concisely, competently, in accordance with the rules of good business tone, this book will become your reliable assistant.

Book:

Rejection letter

Rejection letter

A situation where a client asks us for something, but we cannot satisfy this request.

What is usually the difficulty?

We cannot make concessions to the addressee (“good”, reliable, permanent).

We hate to say no.

How can these difficulties be overcome?

1. It is important to have a clear internal business position.

2. It is useful to know the correct rejection algorithm.

And now a little more.

How to write a rejection letter

So, in order for writing a refusal not to cause you internal stress, it is important to realize the following:

1. You are in business.

2. Business is a sphere of interaction where each of the parties pursues its own goals.

3. The goals of the parties do not always coincide.

4. It is important to maintain mutual respect and understand that everyone is entitled to their own interests.

5. You represent the business interests of your company.

6. The case of failure is an absolutely normal case for any business.

7. Moreover, this is a common situation with which it is important to learn how to work competently.

To learn how to refuse competently means to learn how to do it as correctly as possible.

Letter of request:

From: Andrey Vykhin

Sent: Friday, October 03, 2009 5:49 PM

To: Mikhail Mikhailov

Subject: Formal request

Good afternoon, dear Michael!

I am making a formal request to you.

Our company is engaged in the sale and maintenance cargo and construction equipment and supply of spare parts. Since 2002 we have been your regular customers and business partners.

Due to the difficult situation in the market of trucks and construction equipment and the reduction of the budget for holding advertising campaigns we appeal to you with a request to give us a 20% discount when placing outdoor advertising.

We thank you in advance for your understanding and support.

Sincerely,

Andrey Vykhin

Marketing director

Rejection response:

From: Mikhail Mikhailov

Sent: Friday, October 04, 2009 11:02 AM

To: Andrey Vykhin

Subject: Re: Official request

Dear Andrei Ivanovich!

I express my sincere gratitude to you for the long cooperation with our company.

Regarding your question, discounts on outdoor advertising we are accumulative and are calculated from the total volume of services rendered and paid for over the last 365 days (12 months). The scale of discounts is the same for all our clients and partners. I send it to you in the application.

Each actively working company regularly receives letters with various offers. This may be a proposal for cooperation (commercial), for participation in an event (conference, seminar, celebration), etc. Letters of inquiry, claims, reminders, etc. are also common in circulation between organizations. Thus, the incoming correspondence of an enterprise can amount to tens or even hundreds of different messages that require a response.

How to issue a waiver

Consideration of a letter in no way guarantees that the representative of the organization who received it in without fail will respond with consent to the offer, request or claim contained therein. On the contrary, in many cases employees of companies write refusals.

But in order to refuse correctly, certain skills are needed. It is important not to offend the sender of the letter with negative content - this is dictated not only by the rules of elementary business courtesy, but also by the possibility that in the future he may become a customer, client or partner.

General information about a business letter

All official correspondence is subject to certain drafting rules. First of all, it must be remembered that, despite the fact that the content of the letter can be completely arbitrary, its structure and composition must comply with the standards adopted in the design of business papers, i.e. conditionally divided into three parts: beginning (address and heading of the letter), main section and conclusion (signature and date).

The writing style should be restrained, concise, without unnecessarily "loaded" sentences, complex specific terminology. Refusal should be made as correct as possible, rudeness, profanity and other extreme manifestations are unacceptable in it. When forming a letter, it is necessary to take into account the norms of the Russian language in terms of the culture of speech, vocabulary, grammar, spelling and style.

The refusal may be unmotivated, but it is still better if the letter indicates its reason.

If the answer is detailed and detailed, then it should be divided into paragraphs or paragraphs - this way the perception of the text is greatly facilitated.

In case of refusal, it is not necessary to chop off the shoulder and “burn bridges”, it is advisable to leave the path to retreat, that is, to thank for the attention paid and express hope for the possibility of further cooperation. To do this, you can specify the conditions that the recipient can fulfill to establish business relations. If there is an opportunity to advise an enterprise that would also agree to cooperation or other proposals made in the original message, then it should not be neglected - this will leave a good mark in the memory of the addressee.

In whose name to write

The refusal must be written strictly in the name of the person who signed the original letter. Otherwise, the refusal may not reach the addressee or get lost in the flow of incoming mail. However, if there was no signature of a specific person under the offer letter, then a neutral form of address can be used (for example, in the form of a simple greeting “Good afternoon”).

Free legal advice:

Drafting a rejection letter

The letter can be written by hand (this format will speak of a special, warm attitude towards the addressee) or printed on a computer.

In this case, it is permissible to use a simple sheet of paper or a form with company details and a company logo.

The letter of refusal is formed in a single original copy, must be dated and numbered (in accordance with the document flow of the enterprise). At the same time, information about it should be included in the log of outgoing correspondence, noting its date, number and briefly - content. In the future, this journal may become evidence of the creation and sending of the message.

Who must sign

Ideally, under the letter there should be an autograph of the director of the organization, but perhaps this is far from always (and almost completely excluded in enterprises with a large number of employees and many structural divisions). Therefore, any employee of the company authorized to create this kind of documentation and endowed with the right to sign correspondence can sign a letter of refusal. It can be a secretary, lawyer, head or specialist of any department.

How to send a letter

Letter can be sent different ways, while it is best to choose the one through which the original message came. Sending via Russian post is most acceptable, but in this case you should take a registered order with a return receipt, you can also use a transfer through a representative or courier (this method guarantees faster delivery). The use of fax, electronic means of communication and even social networks or instant messengers (but only on condition that the sender of the initial letter himself uses this way of communication).

Free legal advice:

Non-cooperation letter

If you need to create a letter of refusal to cooperate, see its sample and comments to it.

1. At the beginning of the letter, write for whom it is intended: indicate the name of the organization, position and full name of its representative, in whose name you are writing the answer. Use a polite form of address, thank you for the attention shown to your company, and then move on to the essence of the message.
2. Be sure to refer to the letter in response to which you are writing a refusal, indicate the circumstances that caused the negative reaction. If any additional papers were attached to his proposal by your opponent, indicate that you have read them.
3. If possible, express in the letter an expression of hope that cooperation will nevertheless take place, without failing to introduce the conditions that must be met for this.
4. Finally, sign the letter and date it.

Letter of refusal to participate in the event

When writing a letter of refusal to participate in an event, use the above recommendations for a letter of refusal to cooperate. Everything in the letter is standard, but mandatory: information about the sender and addressee, then the appeal, the refusal itself with a mention of the proposal to participate in the event and the circumstances that led to the negative answer, then the signature and date.

Job offer rejection letter

Not only from the enterprise can receive a letter of refusal. In some cases, it can be expressed by a person who has nothing to do with the company: for example, an applicant for a position. If you are just such a person, form a refusal also in accordance with the rules and regulations of business documentation. Use courtesy, indicate the name of the position offered to you, as well as the reason why you refuse it (do not forget that potential employer may reconsider the terms of the job offered to you). Be sure to sign and date at the end.

Letter of Refusal of Offer (Samples)

Dear Albert Semenovich,

We have carefully studied the concept of your proposed commercial. Your idea is professional and creative, but it does not accurately reflect our vision of the project. At the moment, we have decided to conclude an agreement with another advertising agency.

Free legal advice:

Thanks for the offer.

Dear Albert Vasilyevich,

Thank you for taking the time to participate in our announced contest. The idea and methods of implementing your project are completely satisfied with the management of our company, however, the price you have declared is unbearable for our budget. Now we have concluded an agreement with another company, but if our financial situation improves next year, we will definitely contact you.

Dear Albert Semenovich,

We have accepted our verdict regarding your participation in the tender for the purchase of medical equipment. Your proposal interested the management of our company, but, unfortunately, we cannot fulfill some of the conditions you set.

Free legal advice:

Now we have concluded a contract with another company, but we will definitely inform you about new tenders.

Dear Albert Semenovich,

Thank you for taking the time to describe in detail the terms of your offer. The management of our company recognized it as very interesting and profitable, but at the moment we do not need new contracts.

Didn't find an answer to your question? Find out how to solve your particular problem - call right now:

(St. Petersburg)

Free legal advice:

9 secrets of how to write a rejection letter

Rejection letters are an integral part of business correspondence, although not the most pleasant. Nevertheless, one way or another, but in business correspondence, we constantly encounter situations where it is necessary to say “no”. The reasons for refusal are different: they can be both objective and subjective.

Difficulties with the preparation of refusal letters arise when:

• it is necessary to refuse an “interesting” addressee for a number of objective reasons;
• unpleasant to refuse;
• it is important to maintain the location and loyalty of the addressee.

How to write a letter of refusal politely and correctly, so that remorse does not torment you, and the addressee does not erase you from his memory forever?

First, take a stand, denying someone that "no" is just part of a constructive business dialogue. Each participant in this dialogue pursues its own goals and interests, which, for a number of reasons, may not always coincide. Thus, refusal is a common practice in the business world, which you need to learn how to work with competently.

Free legal advice:

Second, refuse wisely. A sensible denial is a proper denial. Show that you respect and understand the position of the addressee, but, as they say, your own shirt is closer to the body.

In this article, you will learn 9 secrets on how to write a proper rejection letter.

So, the manner of the rejection letter is evasive, so as not to offend the addressee. First, you argue the refusal so that the reader understands the course of your thoughts, and at the end you report on the decision made.

But let's go in order. In order for the refusal to sound as correct as possible for the addressee, one should adhere to the following scheme for writing the refusal:

1. Start your letter with a personal appeal to the addressee.

“Hello, dear Ivan Stepanovich!”

Free legal advice:

"Dear Maria Sergeevna!"

2. Thank the addressee for responding to your offer:

“We are grateful for the opportunity you found by providing us with a business proposal!”

"Thank you for taking our offer"

"Thank you for sending us your CV"

Free legal advice:

3. Set the context. This should be a neutral comment that informs about the subject of the email. There should be no hint of a definitive answer in this part.

“We are informing you about the decision of the expert commission regarding your application for a grant to organize a remote Internet training center…”

Gratitude and the context of the letter can be combined into one block:

“Thank you for the submitted application for a grant to organize a remote Internet learning center and inform you about the decision of the expert commission…”

4. Show the recipient that you have read what you are refusing. The refusal letter should contain facts and words recognizable by the addressee. There is nothing more offensive than a typical refusal to all mailing list participants. Many people stop responding to proposals when they feel that their project (resume, proposal) has not even been opened. Even if this is a mailing list, watch the words, otherwise you risk losing potential partners.

Free legal advice:

"We have carefully studied the information about your professional experience and knowledge."

“We have carefully studied your project for…”.

"The commission has carefully studied the data and survey results you provided."

5. Express understanding and sympathy.

"We understand how important it is for you to participate in this project."

“We share your interest in the results…”

Free legal advice:

“The members of the commission share your concern that…”

6. Give a compliment to the addressee, mark the advantages of the offer, what you liked - this will allow the addressee to save face.

"The organization of distance learning would significantly improve the situation."

“Enthusiasm and a quick learner are very valuable qualities for an employee.”

"Your experience and knowledge deserve attention."

Free legal advice:

7. And now it's time to say "..., but ...". Justify your refusal, referring to objective circumstances. State the reasons in a positive or neutral way. The explanation should not look like an apology. Try to choose the most convincing arguments for the recipient.

“However, at present, due to the lack of technical infrastructure, less than 1% of residents have access to the Internet in the regions. The plans of state structures include an article for allocating funds for infrastructure development only next year.”

“However, at the moment we are looking for a qualified and experienced specialist in the repair of vehicles of this brand. The management of the company plans to expand its staff only next year.”

8. Refuse gracefully: "... you're too good for me."

“In the absence of the technical possibility of accessing the Internet, the allocation of a grant for the organization of distance learning seems to be somewhat premature - launching a project without the necessary technical base could only discredit a good idea”

Free legal advice:

“We see the opening of an assistant vacancy at the moment as inexpedient due to the lack of a qualified master who could transfer knowledge to colleagues.”

The rejection letter should contain a clear wording of the rejection + a clear explanation of the reasons why the decision to reject was made:

“Unfortunately, at the moment we have made a positive decision in favor of another candidate, whose professional experience is more consistent with the volume and complexity of the tasks to be solved in this position.”

9. Offer an alternative to the addressee. Treat him with understanding. Leave hope for future cooperation to the addressee, because he can potentially be of interest to you in the future.

“We regret that at this stage we were unable to contribute to the implementation of your plans in the regions. Perhaps next year the situation with the provision of the Internet will be more favorable, and then these plans will be implemented - we suggest you send them for consideration to ....

Free legal advice:

"We are ready to consider your candidacy when opening new vacancies."

“If circumstances change in the near future, we will gladly revisit your application.”

Many HR specialists do not respond to sent resumes, citing lack of time. However, this is not very polite, because the people who sent the resume are waiting for the results, hoping and wanting to know about the fate of the vacancy that they liked. Alternatively, a universal rejection letter is used.

We suggest considering a universal letter of refusal on a resume:

“We carefully reviewed your resume, but we are forced to refuse. Your candidacy does not meet some of the requirements that apply to applicants for this vacancy. Thank you for your interest in our company and we wish you good luck.”

Free legal advice:

We propose to transform the same universal letter using 9 secrets:

"Good day, Sergey!

Thank you for your CV and we would like to inform you about the results of the competition for the vacant position X in XXX company. The personnel department of the company has carefully studied your resume. We understand how important it is for you to win the competition and get this job. Indeed, your experience and knowledge deserve attention. Unfortunately, at the moment a positive decision has been made in favor of another candidate, whose professional experience is more consistent with the volume and complexity of the tasks to be solved in this position. We are ready to consider your candidacy when opening new vacancies.

Refusal letters written using the proposed nine secrets will help the author (the sending company) create the image of a competent, correct, civilized business interlocutor.

Free legal advice:

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Rejection letter

Unfortunately, there are times when we have to write business letters with a negative connotation. Such letters include complaints, claims, and the hero of this article: a letter of refusal. The desire to save face and maintain a business image dictates certain rules for writing such letters: it is important not to offend the addressee and stay with him, if not on friendly terms, then at least on loyal terms. Today we will consider the structure of rejection letters and give examples of wording for the text.

The structure of a business rejection letter is the same as in any other business letter. I recommend that you read this article as well, because most of the details of the refusal letter are drawn up in a completely standard way, and we will not talk about them here, focusing on the text. The refusal is written on the letterhead of the organization, signed by the general director or authorized official and then registered. Next, consider the design features of some details and semantic parts of the letter.

Free legal advice:

Rejection letter: how to write a headline?

Or, as they sometimes say, the subject of the letter. There is a small subtlety from the field of etiquette here: if you show obvious negativity and denial, this will not add “pluses” in the eyes of your partner. The subject of your reply letter should not state your decision to refuse anything. It is better to write neutrally: "Cooperation", "On the guarantee", "On the signing of the contract", etc.

Since the rejection letter is almost always a response letter, you can keep the subject that was stated in the request letter.

Text

The text of the letter begins with an appeal to the addressee by name and patronymic. If only the surname is known, then we address by the surname, but we no longer write any initials, and do not forget that in Russia the generally accepted address for such a case is “mister” or “madam”.

Dear Oleg Olegovich!

Dear Mr. Makarenko!

Free legal advice:

Dear Mrs. Mitrofanova!

If we doubt even the name of the addressee, we simply write “Dear Sirs!”

Unlike a letter of offer or complaint, a letter of refusal is written only in response to someone else's letter or official request. When you compose the text of such a letter, it should be borne in mind that it must necessarily contain a link to the request, which is placed at the beginning of the text or (even better and absolutely correct) is placed in a special requisite - in special marks located under the fields for the letter number and date :

On _____________ from __________ - here the request data is written.

If your company letterhead does not provide these special fields, the first paragraph of the rejection will begin with a link to the request letter:

Free legal advice:

In response to your letter dated July 1, 2015 No. 434, we inform you that ...

Before you refuse, you must express regret about this. You can prepare several "template" phrases. For example:

Unfortunately, we are forced to refuse your offer due to…

If there were any documents attached to the request, it is worth showing in the letter that you have read them. This will show that you did not dismiss the proposal, but carefully considered it. In this case, the following phrases are included in the letter:

We have carefully reviewed your offer...

We have carefully studied the documents submitted by you ...

In the case of writing a refusal of a commercial offer, you should definitely thank for the sent offer and for the fact that your company was considered as a possible partner. This applies to everyone. Even if you have large corporation, which has many branches in the Russian Federation and the CIS, and the offer came from a start-up LLC, do not forget about business etiquette. In addition, who knows, maybe in the future it will be profitable for you to work with this particular company. The same applies to those who send you their resumes: you need to refuse correctly and with gratitude for the attention shown.

Thank you for the materials provided and your interest in our company. Having carefully considered the possible options for cooperation, we, unfortunately, are forced to refuse.

Unfortunately, at the moment, we are forced to refuse you in connection with the annual preventive maintenance.

Unfortunately, we do not have in our fleet Vehicle the necessary carrying capacity, and therefore, we are forced to refuse to transport you.

We're sorry, but at the moment we can't provide you necessary equipment due to the fact that it is located in the city of Kursk and will be transported to Moscow only at the end of this month.

Often you cannot help your partner or client in any way, and then the letter can be standardly ended by indicating the reason for the refusal. But suddenly you can really give useful advice to help resolve the situation? If you are sure that your partner can be useful sent offer, or know which of the familiar organizations can really go forward and provide assistance, write about it. If you have even a small chance to resolve the situation in a positive way, then this will only be a plus for the reputation of your company.

By following these simple rules, you can write a truly competent business rejection letter.

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Business letter of rejection - rejection |

The practice of writing business letters does not always mean writing positive letters. There are letters of complaint, and complaints, and letters of refusal. We will talk about them in this article. Saying "no" is not easy, and even business etiquette requires doing it in such a way as to preserve both the relationship and the image of a partner who is as loyal to the interlocutor as possible. In this article, we will take a closer look at the structure of bounce letters; here you will find samples of speech clichés for writing these letters.

Like any business letter, a letter of refusal is written on the letterhead of the organization and is subject to mandatory registration. The structure of a rejection letter is also no different from a regular letter.

The addressee is written first. This is the manager who signed the request letter (that is, not necessarily CEO, it is possible that another person - you need to look at the letter to which the answer is given).

Letter subject. In practice business communication it is not customary to make negative and negative headlines. So it is here: the subject of the letter is the request with which you were addressed. The topic does not report that the request was denied.

About the work

About the conclusion of the contract

Appeal. There is nothing new here: by name and patronymic to the signer of the request letter, accompanying them with the word "Dear".

The peculiarity of the text of the refusal letter is that it is always written in response, because you cannot refuse without listening to the request. Therefore, the rejection letter should contain a link to the request. Another mandatory element of such a letter is regret over the refusal.

Examples of cliché phrases to express regret:

Unfortunately we have to deny you...

I'm sorry to announce the denial

To your ref. From 09. 01. 13 No. 5 (entry from 10. 01. 13 No. 23) we inform you that…

In response to your request for the allocation of equipment free of charge, set out in a letter dated 09.01.13 No. 17 (input dated 10.01.13 No. 123), we inform you that…

If the applicant sent us some documents for consideration, it is important to show that we received and read them. In this case, the letter starts like this:

We carefully read the documents you provided and came to the conclusion that ...

The commission has considered your application and thanks you for the timely submission of materials, however…

We have reviewed the materials presented by you and share your concern about the environmental situation in the region.

We fully agree with your point of view regarding the spending of funds and thank you for the statistical materials provided.

If you are rejecting a commercial offer, it is advisable to point out its benefits and thank the sender for choosing you as a possible partner. (Even if you are a large holding and the offer came from a start-up LLC, the rules of business etiquette are the same for everyone.) The same applies to rejections sent in response to resumes. This will allow you to maintain a relationship with a potential counterparty or an experienced employee, so to speak, “leave the door open”, for example:

Thank you for submitting your presentation. We have carefully studied it and consider you a very promising partner, but we are forced to refuse to cooperate with you ...

Then you should state the reason for the refusal. The reason must be objective and, preferably, more or less valid. Even if your director scolded the senders of the letter on the face of the earth and ordered you to send them to hell, the rules require a correct and justified refusal.

forced to refuse you in ... due to lack of technical capability

unfortunately, the material and technical base does not allow us ..., because of which we are forced to refuse you in ...

we regret to inform you that all the places in … are occupied, which is why we are forced to refuse you…

however, the vacancy ... is already filled, and therefore we are forced to refuse your employment.

Finally, in conclusion, it is desirable to offer the addressee an alternative solution to the issue. Of course, if you can't help him at all, you shouldn't reinvent the wheel. But suddenly you know who his offer can really come in handy, who can help, or (if a person just got to the wrong address) where you should have knocked on the door initially, or your business partners have lost their feet in search of just such an employee ... If there is the opportunity to resolve the situation positively, and the situation deserves it, then you need to do it.

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Tags: documenting, outgoing, writing letters, style of business documents

(electronic correspondence)

Cooperation offer letter

Subject: Proposal for cooperation.
Data: 20.05.0216
From: [email protected]
To: [email protected]

Chairman of the Board
Union of Manufacturers alcoholic products
Dobrov D.E.

Dear Dmitry Evgenievich!

The Union of Producers of Alcoholic Products (SPAP) is the leading association of leaders in the domestic alcohol industry. The active work carried out by your organization in relation to the creation in the Russian Federation of a civilized market for alcoholic and alcoholic beverages is inspiring respect.

Undoubtedly, concern for the quality and safety of manufactured products is one of the priority tasks of SPAP, and its participants are conscientious manufacturers who pay great attention to these aspects.

AIG is one of the world's largest insurance institutions. international company has been on the insurance market for 90 years and has offices in 160 countries. The Russian division of the company has been operating for more than 15 years.

Collaboration with food and beverage manufacturers is priority our company. Guided by the many years of international experience of AIG in Russia, a unique program of insurance for enterprises in the alcohol industry was developed (insurance of product liability and recall of products from the market).

We believe that this program is of potential interest to SPAP participants, as a product such as alcohol requires a special approach to the quality of raw materials, packaging and safety for the consumer.

Based on the foregoing, we appeal to you with a proposal to discuss the potential for cooperation in this area.

We will be grateful for your professional assessment of such cooperation and ask you to establish the procedure for further interaction between our companies. We are ready to consider any of your suggestions on the format of joint work.

Sincerely,

Andreev Pavel

Vice President of AIG
Tel.: 8-495-ххх-хх-хх
8-915-xxx-xxx-xx
[email protected]

Invitation letter

Subject: Invitation to a seminar
Data: 06/25/2016
From: Anna Simonova
To: xxx-xxx-xxx

Respectable partners,

March 17, 2016 we invite you to join the seminar on building international insurance programs, which will be held especially for partners by AIG Mark Goldenberg- Regional Advisor for International Insurance Programs AIG.

Mark comes to Russia specifically for a series of training events, as he has the most extensive experience in insuring multinational companies.

Considering the current experience in the field of offering international programs for Russian clients with an international presence, I am sure that this seminar will be very interesting and will answer many questions in this area.

Attached is the invitation and the seminar program.

I ask you to redirect this invitation to colleagues who will be interested in this topic.

Registration is carried out by answering this letter. Participation is free, places are limited.

Address of the seminar: Russia, 125315, Moscow, Leningradsky prospect, 72, building 2, floor 3

We will be glad to see you!

Sincerely,

Anna Simonova

Head of training programs
AIG
Tel.: 495-777-11-11
8-916-777-45-56
[email protected]

Letter of request to arrange a meeting

Subject: Organization of a meeting with Elena Firsova
Data: 06/25/2016
From: Ilya Cherkesov
To: Ivanova Galina

Dear Galina Nikolaevna!

If your offer is valid, next week (from June 06 to June 10) I could drive up at any time convenient for Elena Petrovna.

I will be very grateful to you if you inform me of Mrs. Firsova's decision.

Sincerely,

Vadim Tatarenko

AIG company manager

[email protected]

Contact request letter

Subject: Elena Firsova's phone number
Data: 06/25/2016
From: Ilya Cherkesov
To: Ivanova Galina

Dear Galina Nikolaevna!

Thank you again for the meeting and constructive discussion.

I would be very grateful if you send it to the specified address or inform by phone.

Thanks in advance!

Sincerely,

Vadim Tatarenko

AIG company manager
Tel.: 495-777-11-11; 8-916-777-45-56
[email protected]

Response letter to an aggressive client letter

Aggressive client letter:

Subject: You're totally nuts!
Data: 20.02.2016
From: Petrov Andrey
To: [email protected]

How do I get back the money I paid for your damn service. I'd rather spend it on something else than your pornographic system. Use your own fucking servis.tutu.net.

Andrey Petrov

Responding to an aggressive client email

Cliche to express a request not to use profanity in correspondence:
Please try not to use inappropriate language. It does not contribute to a constructive solution of the issue.
We inform you that we reserve the right not to respond to letters containing vulgar or rude language addressed to the company or its personnel.

Rejection letter

Client Letter

Good day, Andrey!

I am making a formal request to you.

Our company supplies industrial equipment, as well as spare parts for enterprises Food Industry. Since 2010 we have been your regular customers.

We thank you in advance for your understanding and support!

Sincerely,

Marketing director

CJSC "Pishcheprom"

Roman Petrenko

Tel.: 495-777-77-77
8-905- 777-89-45
[email protected]

Sample 1. Letter of rejection to a client's request

Sample 2

Subject: Termination of cooperation
Data: 20.03.2016
From: [email protected]
To: Petrenko Ivan

Dear Ivan Nikolaevich!

We have been pleased to cooperate with your company for 7 years. We have always been satisfied good level service and product quality. However, over the past year there have been a number of incidents, such as: regular violation of delivery dates, unsatisfactory quality of goods, incorrect attitude to these situations by your company's employees. As a result of all this, our interaction has reached an impasse.

In this regard, we, unfortunately, are forced to terminate cooperation with you after the expiration of the contract. Thanks for the years of service.

Sincerely,

Director
Waste paper LLC

Malakhov Gennady Viktorovich
Tel.: 8-945-ххх-хх-хх
[email protected]

⁠ ⁠ ⁠ _____________________________________________________________________________________________

Sample 3

Subject: Refusal to pay compensation
Data: 20.06.2015
From: aig.ru
To: Eugene Knysh

Dear Eugene!

Thank you for the long cooperation with our company!

To our regret, we are forced to refuse to pay you the required compensation in the amount of … rubles.

At the moment, the company has a different procedure for making decisions on insurance compensation, which you have repeatedly been informed about.
(See attachment for a copy of this notice.)

In addition, the claims No. 4-6 indicated by you in the statement of claim are not insurance claims, since clauses 12.1-12.2 of the Agreement were violated.

We understand your situation well and, in case you want to avoid such precedents in the future, we offer to conclude an additional agreement with our company that allows you to compensate for losses associated with business risks, like yours. (See additional agreement in the appendix)

We hope for your understanding and continued cooperation!

Sincerely,

AIG manager

Tuchkov Vladimir
Tel.: 8-495-ххх-хх-хх
8-903-xxx-xxx-xx
[email protected]

Letter of response to a valid complaint

Subject: Response to a claim.
Data: 05/12/2016
From: [email protected]
To: Anna Kolesnikova

Dear Anna!

On behalf of the whole team of our factory, I want to express my sincere regrets and apologize for the current situation.

Our factory has been working stably and with high quality in the market of tailoring and repairing clothes for many years.

Your situation refers to rare cases, the fault of which is the so-called human factor.

We conducted an investigation, and those responsible for the violation of deadlines and rudeness were punished. According to the order of the factory dated April 13, 2016 No. 78/2, the shift foreman Volkova V.V. was reprimanded, the cutter A.P. Gusev was transferred as a tailor to the team for tailoring men's outerwear.

The administration took urgent measures to fulfill your order. He will be ready 15.05.2016. At any time convenient for you, the courier will deliver it to the address you specified.

Believe me, we are just as uncomfortable with the current situation as you are!