Firm but Friendly Sample Refusal Letter

| May 3, 2013 | 0 Comments

reason or reasons why the recipient won’t, or cannot act on the writer’s request. It is written so that it may also be used on a personal level, for instance; if you need to refuse a request from a friend or employer. The letter needn’t be a long one, but it should be clear as to why you cannot honor their request. To compose such a letter with a friendly, yet firm tone, use our sample refusal letter.

How to Best Use of Our Sample Refusal Letter

You’ll make the best use of our sample refusal letter if you understand its structure and format. We use the block style which aligns all of the text to the left margin and compiles it in sections or “blocks.” This gives your letter a professional appearance, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our sample refusal letter with that of your own.

Complete Sample Refusal Letter

Mr. Murray Masters
Murray’s Diner
1417 Interstate 99
Borage, MN 55437
Tel: 402-444-5579

September 18, 2005

Mrs. Mary Macintyre
ABC Trucking Co.
99 Industrial Parkway
Denver, CO 80393-2068

Dear Mrs. Macintyre,

I received your letter requesting that we return the leather jacket belonging to one of your truckers, but unfortunately we don’t have that particular jacket here.

We have searched through the collection of miscellaneous items that are left in our diner, but among the several jackets and coats there was none fitting the description you gave us.

I’m sorry that we could not help you, and hope your driver finds his jacket. It should be easy to spot with” I Love Denver” embroidered on the back.


Murray Masters

Tips and Useful Sentences You Can Use with our Sample Refusal Letter:

  • I am writing to confirm receipt of your letter requesting (request) and to inform you that (outcome).
  • I am sorry to inform you that your request for (request) made by letter on (date) can not be met due to (reason).
  • Be courteous when declining a request and be sure to be clear as to why you cannot honor it. 

Download This Letter Example

Category: Excuse Letters Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example

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