1.) Buffer: You want a positive opening that doesn’t get into the refusal just yet. You may want to thank them for writing a request letter to you and then talk more about them. You don’t want to apologize unless you or your company did something wrong. This is the intro so it needs to be short and simple.
2.) Reasons: Now onto the second paragraph, giving your reason first, to why you cannot accept their request. State all the consequences that may happen to you if you do accept. Try not to say any negative things about your company, such as “Our company is low in profit, so we cannot accept your request.” Remember they can be one of your competitors so if you let them know that the company isn’t doing so well, they may try to take advantage of that.
3.) Bad News: After the explanation you now can say at the end of the explanation paragraph, that you cannot approve their request. This should be just only one sentence clearly stating that you are saying no. You can may another paragraph and state another alternative for them or help them find someone else, but do not promise anything.
4.) Closing: Your last paragraph should be strong and positive just like your opening. If you’re refusing for a job refusal then you may want to give them wishes that they can find somewhere else. You can leave contact information so that if they have an further questions they can directly reach you.
No comments:
Post a Comment