Letters – Free Sample Letters

Such a letter is written by any organization to the candidate, who wished to join your reputed firm and has invested his time in the rounds of interview, stating him that he is not selected for the said post. And the reason being obviously your firm is looking out for a candidate who is more qualified or fit to be a part of the well known organization (e.g. on cultural front, presentation, etc.). Remember to end the note on a positive aspect to not to hamper the firm’s reputation.

______________ (Name and address of the recipient)

______________ (Date)

Subject: Employment Rejection Letter

Dear ___________

Based on our earlier telephonic conversation regarding the application for the post of Surveillance Manager, Surveillance Dept. dated. 09/10/2009 we would like to inform you that you have not been short listed for the said post. We have determined other candidates with higher qualification for the said post.

We hope that you understand the risks and level of accuracy involved in the Dept. As a fresher the said terms and conditions are not fulfilled by your qualification for the Surveillance Dept. We appreciate you investing your precious time in the aptitude test several rounds of interview.

We would appreciate to look forward from you in future for the openings in other Dept. as we can consider you based on your qualification and application. We would appreciate to extend you a warmth welcome from our organization in future.

All the very best and have a great future ahead.

For XYZ,

(Authorized Signatory)

When one asks for permission one needs to be prepared that the answer will always not be in affirmation. There are refusals also as part and parcel of a request. But the refusal may come because of many reasons. Some being:

a). Incomplete application form

b). Age eligibility not met

c). Documents submitted not appropriate for approval

d). Vacancy has already been filled

A Refusal Letter comes into play when a request has been made but has not been approved due to some genuine reasons. A Refusal Letter is always a result of a request so it does not function independently.

DOS AND DON’T’S OF REFUSAL LETTER

• A Refusal Letter should be written as soon as the decision to refuse a request has been taken
• The tone of the Refusal Letter should not sound sarcastic
• Even though a refusal has an unpleasant connotation attached to it, the reader should not be made to feel dejected
• The letter should not sound as if all doors to the writer have been closed. It should sound as if other options are still open
• It is a reader’s right to know why the request has been refused so the letter should clearly give the reasons for refusal
• The Refusal Letter should be short and brief
• Since a Refusal Letter is as a consequence of a request, the request must also be referred in the letter for it to become easy for the reader to relate
• If there are some other ways out of the refusal, then they too should be mentioned in the letter
• There should be no grammatical or punctuation errors
• Always give a contact number or email address for the reader to contact you if required
• The letter should always end with a positive note

SAMPLE REFUSAL LETTER

_______________ (Name and address of person)

________________ (Date)

Subject: Refusal of request for car loan

Dear Sir or Madam

This is with reference to your application of __________ (date) requesting for a car loan from our institution.

We regret to inform you that we are refusing your request because your monthly income, as per the pay slip attached with the application, is not enough for us to get the confidence that we will get our installments on time and regularly.

We understand that this will be really disappointing for you however since this is company policy we cannot do much about it. On the contrary if you are fine with taking another vehicle that has a lower installment option, we will be glad to assist you.

Please feel free to contact the undersigned at the numbers given below.

We hope to be associated with you at some point in time.

Best regards,

(Name of signing authority)