How to Write the Perfect
Refusal or Rejection Letter

Refusal Letter

Imagine this scenario: you've been offered a desirable position and you've accepted it. Now it's time to write a Refusal Letter to any other companies that may have offered you employment. You should notify them as soon as possible so they can resume their employee search. It is a mark of professional courtesy to send a Refusal Letter.
Here are some guidelines for your Refusal Letter:

• Say "Thank you." Graciously thank the employer for his/her time, interview(s), offer of employment, and any special considerations that may have given you during the hiring process.
• State your refusal clearly. Don't use a buffer to begin a negative message. Experienced employers can anticipate what's coming anyway. Be courteous, but get to the point quickly.
• Explain your reasons. The more specific the reason for refusal, the better. For example, tell the employer that you have accepted another offer because it more closely matches your educational degree, your career goals, your desired job location, etc.
• Close the letter courteously. Close the door on your relationship gently by ending on a note of goodwill. Who knows? You may be approaching this same employer for another job down the road.

Rejection Letter

If you are writing a Rejection Letter for another reason, your goal should be to make the reader feel that he/she would do the same thing if the situation were reversed.

• Get to the point. It is better to deliver the message of rejection in the beginning rather than placing it farther down in the Rejection Letter.
• Be brief—don't verbally attack the point. You want to be straightforward, not argumentative. Briefly state how you came to your decision. This will help the reader realize that you were trying to make a decision that was best for everyone.
• Make the ending short and sweet. Depending on the circumstances, conclude with a statement of goodwill. However, this is not always necessary. In some situations, positive endings actually annoy readers and sound condescending. The professional wording and tone of your Rejection Letter are the most important considerations.
• Close the letter courteously. Close the door on your relationship gently by ending on a note of goodwill. Who knows? You may consider this applicant for another job down the road. A friend of mine turned down a company twice. The owner said, "Good people like you are hard to find. We hope you apply again. Three times is a charm."
• Final Note: As a mark of professional courtesy, send your Refusal or Rejection Letter in a timely manner—as soon as you officially accept the position you have chosen.

Sample of Refusal Letters :
Dear ___:

According to our records, there have been some incongruities regarding your statement about your qualification for the YMCA Apple Scholarship. We do not have a scholarship application for you on file. Therefore, we will not be able to provide financial assistance for the $_______ in summer camp fees.  We apologize for any inconvenience this causes and urge you to contact us so that this matter can be settled quickly and satisfactorily.

The programs are entering their fifth week of operation for this summer. We want all interested children to enjoy our exciting and character-building activities: history camp, traditional day camp, sports camps and the half-pint camp. However, because of limited resources, camp fees must be paid in full.

We would be happy to go over this situation with you and, if necessary, discuss payment options for summer camp. If you would still like to apply for an Apple Scholarship, please remember that we will also need the following: copies of your tax return and W-2 form, a letter from your employer verifying your current salary and a letter describing what the scholarship would mean to you.

Please contact us as soon as possible. As we mentioned, it is imperative that the cost of each attending camper be covered.

Thank you for your current participation in the YMCA's programs.  We hope that you and your family will continue to enjoy our facilities and services.

Sincerely,

How to write an acknowledgment letter:

1. Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid misunderstandings later.
   
2. Send the acknowledgment letter within a couple of days of receiving the original letter, report, order, etc.
   
3. Include a short, sincere apology if the acknowledgment letter is delayed.
   
4. Since the reader may be dissatisfied or defensive, make this letter especially courteous. You may wish to apologize for any inconvenience, miscommunication, or problem, but emphasize that you are making restitution.
   
5. Be sincere—most people can sense when you aren't being honest.
   
6. Address your letter to a specific person, if possible, not just the company or organization in general.
   

Acknowledgment letters let others know that you value their time and opinion. They allow you to:

• Acknowledge or confirm that you have received a letter, order, report, etc. and that you are acting on it.
  
• Communicate important information such as when something will arrive, how you will deliver it, what other products or services you can offer, and so forth.
  
• Assure a client, co-worker, or associate that you will take the correspondence that you received from him or her seriously.
  
• Express appreciation for the letter, invitation, or other document that you received.
  
• Recognize the accomplishments and achievements of customers, business associates, and civic leaders.
  
• Highlight the contributions, merits, or value of someone or something.
  
• Confirm and clarify a decision or oral agreement in writing.
  
• Build goodwill and trust.