Business denial letter template

Many management responsibilities require decision-making, which may result in delivering rejections via denial letters. Understanding the details behind a denial letter and the circumstances which may lead to one can help with your day-to-day management duties. In this article, we review what a denial letter is, when you can expect to write one, list the steps for writing a denial letter and provide a template and various examples. A denial letter is a letter you write rejecting an employee's request.

For example, you may deny a pay raise, a promotion, a transfer, a leave of absence or a hire request. Denying a request warrants a formal rejection via a denial letter that explains the reason for the denial.

Sending this letter essentially closes the request altogether. Denial letters maintain a formal and positive tone and remain simple, concise and amicable in language.

While they're often brief, they can vary in length depending on the context. There are many reasons you may need to write a denial letter. For example, the department or company may not have the resources the employee requested, or the request may not have arrived at a convenient time. Some scenarios that may lead to you writing a denial letter include:. You already allocated your budget. After some time, one of your employees may ask you for a pay raise.

Denying a pay raise may prove challenging, but if you already allocated funds by the time the employee asks for a raise, it may be too late for you to approve it. There are no open positions for a promotion. After working at your company for a while, some of your employees may ask you for a promotion.

Even if an employee can handle the responsibilities that come with a promotion, over-staffing one department while under-staffing another may not benefit your company overall. Transfer is impossible. If an employee requests a transfer to another department or branch, it requires both you and the other managers' approval. Even if you're willing to transfer the employee, you may still have to write a rejection letter if the other manager doesn't agree with the transfer.

A leave of absence may not be convenient. An employee may ask for a leave of absence at an inconvenient time, such as when the department has an influx of work. If they leave for an extended period of time, it inevitably causes more work for everyone else on their team. Because of this, you may need to deny their request. To write a general denial letter, use the following steps:. To prevent unnecessary confusion, restate the request your employee made in a few brief sentences.

Since your employee likely made the request weeks or months ago, restating it reminds both you and them of the request when you send them the denial. It's also possible that the request changed since the employee sent the letter. Ultimately, a denial that reiterates the request helps them better understand the context of your letter. Provide them with constructive feedback.

We also have high-resolution rejection letters in pdf for you. For a different format for rejection letters, also check out our collection of job applicant rejection letters. Partnership Rejection Letter greatbusinessletters. On the subject line, write your full name and in less than five words, provide the reader with an idea as to what the email is about. On the first paragraph, proceed right away to the purpose of the letter, which is to inform them in a polite manner that you will not be accepting their business offer.

Leave the door open by informing them that you are willing to consider another business offer from them in the future. Close the email by wishing the reader all the best and sign off with your name and position in your company. For more options, check out these Rejection letters in doc format and this set of Rejection Letter Sample from our website. Read More Articles about Business Letters. The structure of a business rejection letter is similar to a business proposal letter.

Here are steps to follow when writing a business rejection letter:. A rejection letter often includes the date in the heading.

If you are emailing the rejection letter, start with a subject line that may inform the recipient of who is sending the email and the title of the proposal they submitted or the job position to which they applied. How To Write One and Examples. Under the date, write the name and contact information of the recipient. Unlike a typical business letter, a rejection letter does not require the information of the sender.

For a business rejection letter, you may include the name of the business where the recipient submitted their proposal from. Consider addressing the recipient kindly to inform them of your intention.

Usually, the intent is to reject their proposal, bid or job application. Instances where the intent is not to reject something include when your business requests changes or improvements to a business proposal. If you are rejecting a business proposal, state the date on which you received their proposal for context. The next step is to explain why you are rejecting an application or proposal. Your explanation can be brief.

Common reasons for rejection include your business accepting another offer, the candidate lacking necessary skills or the proposal being incomplete. It is often helpful to offer a suggestion for how an applicant can improve their offer for future proposals and applications. Thank the recipient for the time and effort it took to submit a proposal or apply for a job.

You may include something specific about the candidate, perhaps a positive aspect of their offer, to show sincerity and personalization in your letter. Consider your relationship with the recipient. In order to maintain your relationship, choose words carefully and try to be transparent. To close your letter, consider wishing them luck in future endeavors.