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],
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 -
Sample letter to reject an article submission.
Further things to consider when writing rejection letters to authors
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 Authors
Letters to authors are letters written to writers of books, reports, or articles. Such letters are used to express appreciation of the authors' work and to motivate them to produce even better pieces. In rare cases, letters to authors may be used to point out mistakes in their work. A letter to the author can be of great help to the recipient in that it could help him/her know whether his/her piece is reaching the intended audience. It could also be a great opportunity for the author to learn and understand what he/she needs to do to produce a masterpiece.
Letters to authors can be formal or informal depending on the relationship you share with the recipient. If the recipient is a person you have never met, for example, use a professional and formal tone. On the other hand, if you know your recipient on a personal level, you may choose to go casual. Regardless, your letter should be brief and should only carry the intended message. Keep it classy and avoid making mean comments. Be specific and know exactly what you are talking about. If you feel that the recipient needs to improve, offer improvement suggestions. Close positively.
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