Just hearing the word refusal already gives you that anxiety attacks. Writing a letter to reject or terminate a business relationship is one of the hardest things a person can do. Refusal is rude but the words and the way it is delivered should not be. You have to be sensitive and careful when writing to avoid hurting the feelings of the recipient.

Try to avoid negative words and always offer something better at the end of your letter. Refusal can be one of the following reasons:

• Declining a request for solicitation or donation
• Cancellation or decline of a meeting
• Declining a proposal or bid
• Declining to be a speaker on a conference or seminar

Begin your letter by acknowledging the request. After this, slowly enter the part of the refusal. Don’t forget to tell the reasons for refusal. While the end of the letter should be offering to help in some other ways or giving goodwill statements and best wishes for further events. Lastly, proofread and check your letters for any typo errors. Below is an example of a draft letter to reject or terminate a business relationship.

Sample Letter

May 26, 2010

Molly Burke
157 St. Anne Lane
Chief Editor of Freelance Writer Associations

Dear Ms. Burke,

I am aware that the Freelance Writers Associations is one of the best writing companies in the country. Having been there last year was one of my greatest experiences. Your writers are friendly and have great ideas. Your invitation for me a guest speaker on your upcoming international conference is such a great honor.

However, I am afraid I will not be able to make it. Last week, I have been moved to another department. I was assigned to head a major event. This project needs my attention and concentration so I will be focusing on this for the next few weeks.

Nevertheless, I can suggest you someone who can do the part for me. She is an excellent speaker and writer as well. She used to do freelance writing so she’ll be able to share with you the information that you need to know. If you are interested, you can just give me a call anytime. I’d be more than willing to help you out.

I’m wishing you well and good luck with your seminar.

Sincerely,

Anna Jackson
Executive Manager
BPI Writers Enterprise

October 12, 2001

Mr. Jimmy Neutron
123 Main Street
Riverside, NY 00001

Dear Mr. Neutron:

I can’t tell you how distressed I am to hear of your accident that has put you in the hospital. I am thankful that you were not more seriously injured.

Your peace of mind is important while you heal. Please know that you have a friend you can rely on should you need help in any manner. I will do what I can for you as you recuperate. You are in my prayers for a swift recovery.

Sincerely,

Analyn Flores

October 16, 2009

Dr. Delfin O. Magpantay
President
Bataan Peninsula State University

Thru:  Mercedes G. Sanchez  Ed.D.
Vice-President for Academic Affairs

Sir:

Good Day!

My contract as an Instructor in College of Engineering and Architecture will expire on October 31, 2009.  I would like to inform your good office that I am still willing to offer my service and impart knowledge that will help the engineering student of Bataan Peninsula State University to develop their skills and maximize their full potential.

I look forward with you in the next semester.

Thank you.

Yours Truly,

Engr. Angelo N. Rodriguez
Instructor – CEA

Recommending Approval:

Engr. Rodrigo C. Munoz Jr.
Dean – College of Engineering and Architecture

August 11, 2005

Engr. Egan Airis
Dinalupihan, Bataan

Dear Engr. Airis:

We are pleased to confirm that you are being employed by our school in the capacity of College Instructor.  You will report directly to Ms. Rosario Rodrigo, commencing with your start of employment on August 15, 2005.

Your basic pay shall be Php 15,000.00 a month.  You will also be covered by the standard group benefit plans and fringe benefits, which will be explained to you.

If you agree, please sign the enclosed copy and return for our files.

Respectfully yours,

Ms. Dina Rodriguez

February 19, 2001

Ms. Lenita Alferos
ABC Subd.
San Juan, Manila

Dear Ms Alferos:

Your letter of February 05, in which you apply for a position as Computer Programmer, has just come to my attention.

Unfortunately, there is no opportunity at the moment, but I definitely will keep your application in our active files, for I am very well impressed with both your personal and your employment qualifications.  I suggest that you get in touch with me again in six weeks if you are still interested.

Very truly yours,

Miguel  Montejo

October 22, 2001

Mrs. Carla Estrada
MER Boutique
Alfonso, Cavite City

Dear Mrs. Estrada:

In looking over our records, we find that your account shows unpaid balance totaling Php 12,587.00.

We are fully aware that a matter like this slips one’s mind.  It has happened to us, too.  But you must realize that, from our point of view, it is more serious, we are sure that you understand this.  According to our check-up, there is no error in our records, but, if you think there is an error, please let us know.

It will be highly appreciated if you will pay this balance promptly or inform us of any reason why you should not do so.

Sincerely,

Lenny Ricks

February 24, 2001

ABC Book Inc.
205 Rodney Avenue
California, USA

Dear Sir:

This letter will confirm my order, placed by telephone this afternoon with your Ms. Trixie, for the following books of your Books Outline Series:

3 Rizal Books @ $40.25
2 Applied Statistics @ $20.85
2 Business Law Book  @ 32.75

Enclosed is my check for the full amount ($227.95).  Will you please send me these books at the earliest possible moment, as I want to begin using them immediately.

Sincerely,

Richard Rolex

August 5, 2001

Ms. Clarklyn Louise
Chairman
ABE Ads Agency
Makati City

Dear Ms. Louise:

Rose Ann Santos, a young friend of mine, the bearer of this note, will highly appreciate, as I shall, your giving him a few minutes of your busy time.

She would like to talk with you about the possibility of an opening in your advertising department.  In addition to an excellent specialized education, she has already done successful work in editing and layout for direct by mail advertising.  I believe she show real promise, and I think you will agree with me.

Thank you for your courtesy.

Very truly yours,

Manuel Legaspi

October 12, 2003

Mr. Roy Ramsay
ABE Building
Paranaque, Pasay City

Dear Mr. Ramsay:

I am extremely sorry to hear that you are in the hospital with tuberculosis.  I have delayed writing until I knew you were feeling much better.  Your sister wife has kept me informed as to your progress, and I am happy to know that the report is excellent now.

My whole department joins me in best wishes for your speedy recovery.  Relax, now, and get thoroughly well.  Don’t worry about your work here.  We are managing to get along, and your position is waiting for you whenever you are well enough to join us again.  I appreciate all the good work you have done for us.

Very truly yours,

Eric Matte

March 19, 2009

Mr. Mike Arroyo
College Administrator
Western University
Balanga City, Bataan

Dear Mr. Arroyo:

I would like to inform your good office that the following students under their respective courses were absent during the recently held recollection at Bishop Celso Guevarra Formation Center Calaguiman, Samal, Bataan on March 18, 2009 from 8:00 am to 6:00 pm.

BSME
1.  Albelda, Jay
2.  Diuco, Albert
3.  Castro, Jeffrey

BSEE
1. Ambrocio, Mark
2. Lopez, Mayleen
3. Santos, Ronald
4. Tolentino, Marlon

BSE
1. Agassi, Carlos
2. De Jesus, Donald
3. Laxamana, Robert

Also, there are some students who are come late (11:20 am)
1. Antonio, Michael
2. Rona, Aileen

This is based on the tentative list of graduating students as per attached

Respectfully yours,

Engr. Samuel San Pedro