- If you are not able to give a reliable recommendation, tell them your remorse feeling, and recommend someone else who will be more suitable for the position to do so. Don not write or give any degrading comments. Do not write or give personal opinions and statements unless they are meant to compliment or that will be useful to the candidate
- Provide a clear explanation so, in that way, you won'??t or somehow not provide the recommendation.
- Send him or her good luck.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I received your letter of recommendation request yesterday. I hope you understand that I will have to decline your offer. Letters of recommendation are recognition of your job skills, expertise, and work habits. As such, they are most valuable when they are written by supervisors and colleagues who have worked closely with you. Although we work for the same company, we work in different departments with different duties. Also, I have as I have only known you for a relatively short period I feel it would be remiss of me to comment on your professional strengths, skills, and abilities. I was flattered that you considered me to write your recommendation but feel that to best support you in your job search you could choose someone more appropriate. Good luck with your job search!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to decline a request to write a recommendation.
Further things to consider when writing rejection letters to acquaintances
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 Acquaintances
Letters to acquaintances are letters you write to people that you know slightly, but who are not close friends. An acquaintance could be a colleague at work but whom you do not interact with on a regular basis, a person you went to school with but know little about him/her, or your Facebook contacts whom you interact with on a minor level. You could write a letter to this person to ask for a favor, invite him/her to a social event, or just pass some information. Although most people would opt for a social media message or text, a well-drafted letter will make the recipient see the seriousness of the matter and feel obliged to return the favor.
The best letters to acquaintances are warm, sweet, and friendly. Begin the letter with a proper salutation, based on your relationship with the recipient. State the purpose of the letter and be clear about what you want from the recipient. If you are asking him/her to do something for you, for instance, mention why you think he/she is the best person to get it done. Make the letter short and only provide the necessary details. Conclude on a positive note.