Refusal Letter Sample – Decline Customer’s Request

This is how you can formally decline by using this refusal letter sample, a customer’s request.

REFUSAL LETTER SAMPLE – To formally decline a customer’s request, this is how you will do it through a formal refusal letter.

Being rejected or declined is really such a disappointing feeling. As a customer, being said “no” to is one of the most unpleasant parts, and surely, to mutter such reality takes a lot of self-control. A piece of negative news is sometimes hard to accept and swallow. And to formally decline a request without the sound of being rude and without hurting the customer, a sample letter is presented below.

Check out some guidelines in making the formal letter:

  • Explain carefully and carefully to the customer as to why their request cannot be processed yet or fulfilled. Saying “no” doesn’t mean that you don’t want to do it.
  • Don’t make or give any empty promises.
  • Deliver some good news on matters that you can achieve instead of saying “no” directly and downright. There’s always some kind of “yes”.
  • Be honest and offer some alternatives.

Here’s a format to use and some guide in writing: Business Sample Letter Format, Tips, and Guide

See the sample below:

Dear Mr. or Ms. (insert customer’s last name):

Thank you so much for showing interest to our business and your support for the (insert company name). We appreciate for putting your trust to us. Unfortunately, at this time, we are still not able to do your request as the company doesn’t offer the particular service yet.

However, we assure to inform you immediately if the circumstances change and we will try to implement this as soon as possible. You, our customer, is valued and our topmost priority. I totally understand that this feature is very important to you. Please accept our apologies for this is is not available at present.

Thank you for your understanding.

If you have more questions or queries, you can contact me at (insert contact details).




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