GUIDELINES

  1. 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.
  2. Start with a positive statement.
  3. Explain why you can't fulfill the request. Be concise and clear while conveying your refusal.
  4. Suggest a different plan if it's possible.
  5. Write a positive statement at the end that can keep the reader's goodwill.

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],

We have received your submission to Rainbow Lifestyle Magazine. Unfortunately, we do not print free articles. Each monthly issue is worked way ahead of its release. Our writers also designate the subject or themes of the articles in our magazines. If you are interested in working for us in the future, kindly send us your portfolio or samples of your job. We will read through it, and if you fit our qualifications and standards, we'll assign a topic you can write about in one of our upcoming issues.

Thank you.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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