How To Write A Rejection Letter

The writer, Evelyn Waugh, had a very simple all-purpose rejection letter to strangers. It was a printed postcard which simply said, “Mr. Evelyn Waugh will not do what you wish.

” Evelyn Waugh didn't care if the strangers never got back to him again. In fact, he preferred it that way. But for most of the rest of us, it's worth taking a little time and trouble to write a rejection letter.

If you're rejecting an offer, you're rejecting something that's a free gift to you, or your business, or your organization. Even if you don't want it, it's still a free gift, so it's basic good manners to say “thank you” for it. Moreover, the person who's offering you that free gift is probably in some kind of relationship with you.

It might be a friend or even if it's a stranger, it's going to be a customer, it's going to be a supporter, it's going to be a voter. So it's important keeping that person onside with your rejection letter. And the next free offer that he makes you might be an absolute lulu.

It might be absolutely brilliant and wonderful, and you want that offer to come to you, not to a rival. If you want to stay friends with the person who receives a rejection letter, follow three basic rules. One, good manners.

Two, give the bad news simply and clearly. Three, leave yourself open to receive another offer. I'm going to say a little more about each of these, in turn.

Good manners in a rejection letter - first of all, it means sending a personal letter. Not a form or a slip, something impersonal just with the name of your organization on it. It's got to come from you and it's got to make clear what your status is.

Also under the heading of good manners, be especially careful to get the recipient's name right. Thirdly, the most important aspect of good manners in a rejection letter, say that you understood and appreciated or even read the offer that's been made to you, even though you're going to reject it. Two, giving the bad news in a rejection letter, give the bad news simply, directly, and unequivocal.

You're not going to do what the recipient wants. Give the recipient a good, understandable reason why you're not going to accept his offer and do what he wants. Even if he doesn't agree with it, make it understandable to him.

Thirdly, make it clear that there is no appeal against your decision, and no argument about it, and you're not going to enter into any further correspondence about it. Three, leaving the door open in a rejection letter. If the recipient has made or hinted at another offer to you which you might be interested in, show that you're in fact interested in that offer and invite him to follow through on it.

If he hasn't made any such suggestion or proposal, but you still might want to hear from him again, give him a steer as to the kind of offer you'd entertain from him. So those are the three ingredients of a rejection letter. And take it from me, I'm an expert on receiving them. .