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