Letter of denial of a request.

Further things to consider when writing denial letters to employees

Denial Letters

Denial letters are letters sent to reject previous requests made by the recipients politely. These could be from employers rejecting a leave of absence for their employees, home owners rejecting prospective tenants' applications, or lenders rejecting loan applications from customers. They could also be from individuals declining an offer, a gift, or a proposal. Simply put, denial letters can be used in any scenario that needs a formal rejection. Denial letters are unpleasant to write, and most people put them off and let their silence do the talking. That is a missed opportunity (and sometimes rude). Though painful, it is better to give a quick "no" than not giving anything at all.

That said, writing good rejection letters forces you to think about what you really need from other people. Be brief and most importantly, if you do not have a close relationship with the recipient, the entire letter should be just a few lines. Use a pleasant tone that expresses sincere apology. Say thanks for the request and deliver the "rejection" news. Give the reason for rejection and if possible, offer an alternative. End by thanking the recipient for his/her understanding and wish him/her luck in the future.

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.