A request refusal letter is written by someone who has received a request letter from someone else and would like to decline the request politely. This letter could be written by a college or a university refusing a request made by the students, or it could be written by an employer or head who wants to deny a request made by his employees. In any case, it is just rude not to reply at all, and so the person should write a letter to refuse the request.
In most cases, this is an official letter, and so it needs to b written in a correct format using formal words and notations. You should ideally mention the reason for refusal of the request and also be polite at the same time. Check out the sample letter mentioned below to get an idea of how to write an effective one.
Tips On How To Write This Letter
- Using simple language that is easily comprehensible is essential to keep confusions at bay.
- The content must be short and precise, and the writer must ensure that all the details are mentioned.
- It must convey the right tone and must be convincing enough.
- The reason for the refusal request should be reasonable.
Template
Use our free request refusal letter to help you get started.
From,
________
________
Date:_____________ (date of the day when the letter has been sent)
To,
___________
_________
__________
Subject: Request refusal letter
Dear Sir/Ma’am (write a proper salutation and title for the recipient),
This letter is about the letter I received yesterday regarding your request for a transfer you applied for. I am sorry, but at present, we cannot fulfill the request of your transfer to the Noida branch.
(state the reason of rejection of the request)
(Ensure the employee that if there is any vacancy in the branch, they will undoubtedly consider him or her for that)
(Also specify the approximate time it will take for the transfer)
We would request you to continue your work in this branch till we can accept your request for transfer. Appreciate your time and efforts given to the company.
I hope you will understand our difficulties in agreeing to a transfer. I hope to hear from you soon.
Thanking You,
Yours sincerely,
____
(your name)
Sample Letter
From,
Nidhie Jaisingh,
Andhra NGO,
Kolhapur
Date: DD/MM/YYYY
To,
Dinesh Agarwal,
Sun Ltd.,
Kolhapur
Subject: Request Refusal letter
Dear Sir/Ma’am (write a proper salutation and title for the recipient),
This letter is about the letter I received yesterday regarding your request for a transfer you applied for. I am sorry, I tried to get through your request, but the system seems to be too busy right now, and so we have to refuse your request at this time. I suggest you apply again next year and I am sure I will be able to do something about it. We request you to continue in this branch for some time until we find a solution to the problems in the system. If there is any position in the branch you requested to get the transfer to, we will certainly consider you.
I hope you will understand our difficulties in agreeing to a transfer. I hope to hear from you soon. We appreciate your hard work and time given to the company and will certainly look into your transfer request.
Thanking You,
Nidhie Jaisingh
Email Format
The following is an Email format of a Sentence Reduction letter.
To: name@email.com
From: name@email.com
SUBJECT: Request refusal letter.
Dear Sir/ Ma’am,
This letter is about the letter I received yesterday regarding your request for a transfer you applied for. I am sorry if I tried to get through your request, but the system seems to be too busy right now, and so we have to refuse your request this time. I suggest you apply again next year and I am sure I will be able to do something about it. We request you to continue in this branch for some time until we find a solution to the problems in the system. If there is any position in the branch you requested to get the transfer to, we will certainly consider you.
I hope you will understand our difficulties in agreeing to a transfer. I hope to hear from you soon. We appreciate your hard work and time given to the company and will certainly look into your transfer request.
Thanking You,
Yours sincerely,
____
(your name)
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