GUIDELINES
- This letter conveys the message to the reader about a denial of the anticipated hike or promotion. The letter should not alienate the reader. So it necessary to write the letter in a tactful tone. You should avoid making any future promises that cannot be realized.
- Begin by appreciating the strengths of the reader.
- Mention the reason(s) for the denial of hike or promotion.
- State what the reader should do to gain the expected hike or promotion. If the company is facing some hurdles due to which there is a denial, mention that.
- End with a positive comment.
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],
You've been working with the company for a long time now, and we sincerely thank you for your excellent work as a front office staff. However, you have already reached the maximum salary level allowed for a secretarial position.
Ms. Collins asked me to inform you of a training seminar for the next position level that is the administrative level. I know that you've always loved your job and that you wanted to stay there, but I believe that if you were given an administrative position, you'd also enjoy the intricacies of the job. Whatever your decision on this matter, I wish to continue working with you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Reject a request for salary raise - example letter.
Further things to consider when writing rejection letters to employees
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 Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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