Through this refusal letter sample, you’ll be able to know how to politely turn down a client or prospect.
REFUSAL LETTER SAMPLE – Here’s a sample letter of refusal with some tips and guidelines on how to tactfully and politely refuse a client.
In the business field, you will have to have as many connections as you need for expansion and for it to prosperous and successful. However, times, where you need to turn down a client, comes and this is inevitable. The client already sees you as the ideal fit to their demands to be done but scary as it may seem, certain reasons prompting you to decline such really happens. But in a graceful way through a formal letter, you can possibly do this and a sample letter of this is provided below.
See some tips you must adhere to do this:
- A difficult relationship after working with them anymore, conflict of interest, the work doesn’t match with your company’s objectives or strengths, you don’t have the resources to fulfill what’s being asked, or unprofitability could be the possible reasons why you might have to turn down a client. Offer a valid reason because it would be a lot more disappointing without an explanation as to why they are rejected.
- Promptly send your letter of refusal because the worse you do is sending it to them late.
- You can suggest an alternative for them or refer someone you know who is the best fit to do their demand better.
- Don’t end your letter on a negative note. State your gratitude and express to hear from them again in the future to do business.
Here’s a format to use and some guide in writing: Business Sample Letter Format, Tips, and Guide
Check out a sample below:
Dear Mr. or Ms. (insert client’s name):
Thank you for taking the time to talk to me and express your interest in our business. I appreciate the trust you put up with us but unfortunately, the company is unable to proceed with your request to be a supplier because the project you proposed does not fit the firm at this time.
At this point, all that I can assure you is that I would be available for any guidance you might need to find the solution you are looking for in your work. I would also appreciate it if you would keep in touch with us for future projects and partnerships. I am looking forward to being working with you soon and again, thank you for considering us.
If you have any further questions and clarifications, please don’t hesitate to contact me at (insert contact details).
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