The Reject Request Letter is a crucial business communication tool used when an organization needs to formally decline a request, proposal, or application. This document type, while common in New Zealand business practice, must align with local legislation including the Contract and Commercial Law Act 2017 and Fair Trading Act 1986. The letter serves multiple purposes: it clearly communicates the rejection decision, provides necessary explanations, maintains professional relationships, and creates a formal record of the decision. When drafting a Reject Request Letter, organizations must ensure it balances clarity and professionalism while potentially offering alternative solutions or future opportunities where appropriate. The document is particularly important in maintaining good business relationships while delivering negative news.
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1. Letter Header: Includes sender's details, date, and recipient's contact information
2. Reference Line: Clearly states the reference number or subject of the original request
3. Request Acknowledgment: Acknowledges receipt of the original request and briefly summarizes it
4. Rejection Statement: Clearly but politely states that the request cannot be granted
5. Explanation: Provides clear, logical reasons for the rejection
6. Professional Closing: Includes appropriate sign-off, signature block, and sender's details
1. Alternative Solutions: Offers alternative options or suggestions when applicable
2. Future Considerations: Includes information about potential future opportunities or when to reapply
3. Additional Resources: Provides references to helpful resources or other relevant information
4. Appeal Process: Information about how to appeal the decision, if applicable
5. Appreciation: Additional paragraph expressing appreciation for the relationship or interest, used when maintaining good relations is particularly important
1. Original Request Details: Copy or summary of the original request being rejected, if complex or detailed
2. Supporting Documentation: Any relevant policies, guidelines, or criteria that support the rejection decision
3. Contact Information: Detailed contact information for follow-up questions or alternative departments
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