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 received your application for a scholarship at the Graduate School Department of San Isidro State University. We sincerely appreciate your interest.
Your academic record is quite impressive, and your extracurricular activities give you an edge over the other candidates. However, we regret to inform you that the scholarship has been granted to someone else who has a wider experience in the industry. Considering that you are a few years younger than the others who are also applying, I encourage you to gain more experience and expose yourself more to different challenges and situations in the corporate world. This experience will greatly benefit your qualifications the next time you apply for the same scholarship. Well wishes to you, and we look forward to having you as a scholar in our school in the future.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to decline a scholarship application.
Further things to consider when writing rejection letters to students
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 Students
Letters to students are letters written to people who are learning in colleges or universities. Such letters could be from teachers/lecturers or the administration. They can be addressed to a specific student, students of a specific module/course, or all students in an institution. Letters to students can be written to address behaviors in students, give information about a certain course or module, or announce an important date in an institution. Depending on the sender and the content, these letters can be formal or informal.
When writing letters to students, you need to evaluate the content and the relationship you have with the recipient. For instance, if you are writing to give advice to one of your favorite students, make the letter personal and friendly. However, if you are addressing a group of students on matters concerning an academic program, use a formal and professional tone. Regardless, all your letters must have a clear subject line that explains your purpose. Convey your message directly, highlighting and bolding important information. If you are giving instructions, arrange the instructions in bullets or numbers. Conclude with a call to action and sign the letter with your full name, title, and signature.
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