GUIDELINES
- When you write a letter to refuse the reader's request, choose your words carefully. You should mention your refusal tactfully. It will convey not only your message but also keep the reader's goodwill.
- Start with a positive statement.
- Explain why you can't fulfill the request. Be concise and clear while conveying your refusal.
- Suggest a different plan if it's possible.
- Write a positive statement at the end that can keep the reader's goodwill.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I feel sincerely honored and privileged that you have invited me to be the guest speaker at the upcoming regional conference of the Personnel Management Association. I am fully aware that this will be a prestigious event, considering that you also invited a few senators to this gathering.
Regrettably, as much as I want to attend, I will not be able to do so because I will be out of the country on that day to be the best man at my brother's wedding.
With that, I would like to suggest Ms. Julia Spencer to take my place as guest speaker. Ms. Spencer has been invited several times in speaking engagements. She has been in the field of human resources for 30 years, and she is an expert in human and social organization. I can assure you that Ms. Spencer is highly eloquent and has an excellent grasp of topics assigned to her. Just let me know if you decide to invite her as my alternate so that I can inform her ahead.
Once again, my sincere thanks to you for your invitation. I wish this event will be a great success.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample to decline an invitation to be a guest speaker.
Further things to consider when writing rejection letters to event organizers
Rejection Letters
Rejection letters are letters written to inform people that something they have made, written, etc., has been turned down. These letters can be used, for instance, to inform people that they have not been chosen for a job or school enrollment or that a book they have written has not been chosen for publishing. Conveying rejection can be difficult because most people don't know how to say the words without hurting the recipient. Actually, in most cases, people don't write rejection letters at all. They just drop communication with the concerned person, (which is rude). Rejection letters are important because they help build trust and develop goodwill between the parties involved.
After rejection, the people affected will be frustrated no matter what. However, well-drafted rejection letters can soften the blow and encourage them to keep trying. An excellent rejection letter is brief, considerate, and to the point. Begin by thanking the recipient for trying. State your decision politely and assertively, giving reasons for it. If you are rejecting a job application, for instance, give a genuine reason for it and encourage the recipient to apply for other positions. End on a positive note and wish the recipient success.
Letters to Event Organizers
Letters to event organizers are letters sent to people who arrange and prepare for events. These could be inquiry letters to inquire after event organizing services or thank-you letters to thank event organizers for amazing events. The letters could also be application letters from candidates applying for event organizing positions. Letters to event organizers, especially those thanking them for their services, can make the recipients feel valued and appreciated in a big way. Remember these are people who work long and spend sleepless nights planning and executing every detail related to an event to make it a success. Therefore, just a simple message to say thank you after an excellent event would mean the world to them.
Letters to event organizers could be formal or informal depending on the purpose. If you are writing to request information or to apply for a job position with the event organizing company, then the letter must be formal. However, if you are writing to say thank you for an excellent event, you can be less formal. Regardless, all letters must be professional and must carry only the intended message. Be clear and concise and maintain a polite tone. End positively.
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