GUIDELINES

  1. A polite and thoughtful letter recognizing a gift can help improve your public relations tool even though you are declining it. Explain clearly your reason for refusing the gift.
  2. Express gratitude to the client for his or her consideration or give him or her compliment in some way.
  3. Provide a short explanation on why you denied the request.
  4. End the letter positively.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Thank you for your most gracious offer to look after my cat during the overseas trip I had planned. Due to unforeseen circumstances, I have had to cancel my plans and will not be traveling away. Despite this, your offer and generosity will not be forgotten, and hopefully, I can be of assistance to you some day.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -