How to write a Refusal Letter

How to Write a Refusal Letter

‘How to write rejection letter’ can become a headache for many of us, especially when we haven’t written one. But writing a refusal letter is not an easy task even for a veteran. Somewhere in your heart you feel disappointed and pity because of the expectations of the recipient. The letter itself communicates negative sentiments and you have to maintain a balance between firmness and politeness. Since it has to be done, you don’t need to get emotional or sensitive. You have to approach in a way that you are able to convey the news and at the same time not offend the recipient. It becomes all the more necessary when you are writing in anger to a faulty person or organisation. Diplomacy is the right path when dealing with such. For more, please check the below provided information.

Refusal Letter Writing Tips

• Drafting – The first obvious effort towards writing a refusal letter is to draft it. This being the rough copy of the final letter, you have the liberty to ignore spelling, grammar, punctuation, sentence and paragraph structure. Focus on the content and deal with the technical aspect later.

Do’s and Don’ts

1. Refer to the format utilised for such letters
2. Use a natural sounding voice
3. Communicate the refusal as early as possible in the letter
4. Refer to documents for providing accurate information
5. Make a quick copy and read it aloud to observe how it sounds

• Show Regret – Begin your rejection letter with a regret. Remarks like ‘Our sincere apologies that we will not be...’, ‘Our heartfelt apology...’, ‘You could have been a real asset but ’, ‘Only if you could join us’, ‘It a loss to accommodate such a talent/offer’etc. Showing remorse can work like ‘Reverse Psychology’. Reading the words of regret will come as more of a loss to the writer than the reader. The reader will feel worthy of an apology or regret and it will not pinch him/her as it would.

• Reason for Refusal – The reader needs to relate his refusal. Providing no reason makes things anonymous and unacceptable as the reader is unable to analyse the refusal. Unless and until it is the company policy or you personally have some agenda i.e. in case of informal letters, you have the responsibility to give reason for the rejection. It is fundamental courtesy to come forward with the information instead of denying it or explaining it. The reason for refusal also reaffirms the essential details of the offer being declined. It also makes things easy and clear.

• Brief and Straightforward – There is no better way to say a ‘No’ with a ‘No’. This is a phrase and doesn’t imply a blunt ‘NO’. Your rejection letter should be short and to the point. Come to the point in the initial opening, there is no need to give indirect references or coming to the point in an indirect manner. It can convey a wrong message. Give valid reasons and don’t indulge in excuses.

• Do not highlight the Rejection – It is clear that you don’t need to make your refusal appear in Bold or Underlined. It is about the language used while informing. Just mention the rejection once in the beginning, there is no need to repeat it, it can appear offending. It may become a source of action against you either by the recipient or by the firm you work for.

• Using Letterhead – Being a formal correspondence, a letterhead is a must. Letterhead symbolises professionalism. It also projects the value given to the recipient. If you are prospective employee refusing an offer you do not need to have an official letterhead. You can use your personal letterhead, if you have one. Otherwise you miss out this part.

• Be Polite – Courtesy is an absolute part of Professionalism. Being a professional means that you do not get emotional or personal. You have to stick to the objective within the boundaries of the given yardsticks. All you have to do is refrain from any personal comments, do not taunt or tease, do not use abusive or negative language, do not preach or give lessons / teachings for the shortcomings of the recipient. One wrong step by you can lead you to legal trouble or may hamper any potential future development.

• Encourage Optimism – A pessimist news needs to be curtailed with optimistic thoughts to ensure a positive outcome. Optimistic thoughts deviate the impact of the sad news. The news can become more acceptable this way. It will also pacify the reader’s disappointment.

To bestow positivity in your letter, you can:

1. Encourage and offer to apply again in future when there is an open position. However, don't assume that the candidate is counting on you and not looking somewhere else. So do highlight that he/she is qualified.
2. Give your best wishes for the candidate’s career and future.
3. Appreciate the recipient’s good qualities or qualifications.
4. You can use encouraging words like ‘This, by no means is the end of the road’, ‘Every new day is another chance to change your life’, ‘The times in life, that seems to be the worst, always turn out for the best!’ etc.
5. If the candidate was really a deserving one, mention that his/her resume has been filed in the official documents and that he/she will be recalled or will be given first preference over others, whenever the need arises.
6. If the candidate is really not a deserving one, do not give false hopes.
7. If you are a prospective employee who is refusing, acknowledge the offer with thanks and  decline politely by mentioning the facts.

• Decline in Time – Never mind the negative aspect of the refusal letter, what needs to be done, needs to be done. Just because it is a sad news, you may feel like postponing it, that is inappropriate as someone could be waiting for a reply. This responsibility lies on the employer and a possible employee, in fact on whosoever is the in-charge. If you are declining a job, it is necessary to do so; someone else may be waiting for that job.  If you are an employer, you have to inform so that the candidate can move on.

• Proofread – Review and revise your letter to remove any mistake. Proofread or get it proofread from someone else.

Proofreading involves:

1. Removing grammatical errors like spelling mistakes, incorrect punctuations, incomplete sentences and so on.
2. Check the structure and tone of the letter. Ensure smooth transition between paragraphs.
3. Check the consistency of your style, tone and view point throughout the letter.
4. Examine the usage of abstract terms, confusing words, clichés etc. which may lead to misunderstanding or no understanding.

Job Refusal Letter Format – To Employer