- You should give a polite response if you are rejecting the reader's suggestion. Acknowledging the customer's or employee's idea can serve as a useful public relations tool. In spite of using a positive tone, you should clearly state that you are turning down the suggestion.
- Offer a compliment or thank the reader for presenting a suggestion.
- Explain why you turned down the idea.
- End with a positive comment.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I was happy to receive your written suggestion to redesign our Faculty Lounge on the 2nd floor of the building. While we are always open and look to the constant improvement of the facilities we have, this is a project we cannot at the moment fulfill because of financial constraints. We have already committed to building a new cafeteria by the Richardson Building and because of that do not have enough to cover the expenses of the remodeling of the lounge. I will, however, keep your suggestion in mind at the next Budget Meeting of the Board where I will pitch the idea to my colleagues so we can set aside money for the project to be done by early next year.
Again, I'd like to thank you for the suggestions. Please do not hesitate to continue submitting your ideas to us on how we can further improve our school.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to reject a suggestion to redesign a place.
Further things to consider when writing rejection letters to students
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.