- 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.
- Express gratitude to the client for his or her consideration or give him or her compliment in some way.
- Provide a short explanation on why you denied the request.
- End the letter positively.
[State, ZIP Code]
[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.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to decline an offer to look after a pet.
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.