- When refusing a work request from a customer claim or adjustment, you can write an eloquent written letter so that the client's affection will remain. The letter helps your client that you treasure him, or she and you are aware and doing everything you can to fix his or her problem.
- Explain to the customer that you know his or her position and that you are working on his or her complaint seriously.
- Show him or her details on why you are not able to approve of his or her request.
- If feasible, you can introduce him or her alternative plans or compromise.
- End the letter with a positive comment.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
About you live insurance policy; we have recently received a cancelation and refund request. It is with regret that we have received your instructions and it saddens and concerns us that you may no longer be able to maintain your policy.
Should you wish to continue with canceling your policy, you should be aware that it will forfeit any premiums you have already paid. We would recommend that you change your policy to a new, more appropriate one. Your premiums are transferable to a new policy. We have included forms for you to complete and sign should you decide to opt for a new system. Otherwise please call us on 258-9467 and we will assist you with your cancelation.
Your business has been significant to us, and we hope to continue or renew our contact in the future.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter sample to cancel insurance policy.
Further things to consider when writing rejection letters to clients
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 Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.