1. A letter for denying or canceling a business deal should tell the reader precisely of your decision. Nonetheless, it should not accuse or put the blame on the reader.
  2. Open the lee=letter with a positive statement when possible. Shortly give details on why you are denying or finishing your business relationship.
  3. Close with a positive statement.


[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],

You have been our janitorial service of choice for the past five years. We have always been satisfied with your staff. However, recently, your services have deteriorated, and we are no longer happy with the job that you do. Although it might be difficult, I regret to inform you that we have decided to use another janitorial agency. We hope that you understand, and we will continue to be friends.


[Senders Name]
[Senders Title] -Optional-

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