Refusal is an act of rejection, though it is a bad news for the one who receives it. So, it is not as easy to write it as it is assumed. It is not ethical to reject or refuse someone at once. So a letter of refusal should be a well constructed and a better way of writing a refusal letter is a diplomatic way so that you should not feel embarrassed for your words some day. Some of the main points or a guideline to write a letter of refusal is as following.
You should start your letter of refusal with regret that you are feeling bad while writing this but there is no other option. Mention clearly what you are refusing and what will come under the effect of your refusal. You may explain the reason of your refusal, though it is not necessary to explain but you can do it, just to prove that it was due. You can also give alternate support or point out a better way for the recipient that you feel, will be suitable for the recipient.
Your letter should sound courteous and language should be appropriate. The tone of the letter of refusal should be sympathetic. You should end your letter expressing hope and wishes for the recipient’s success and wish him or her for better opportunities and better chances in life. The letter of refusal could be on numerous grounds, every situation demands or requires a different type of letter, so your letter should be according to the demand of the situation. Check out keenly what you are refusing, read your letter well. The letter should be clear from any kind of spelling or grammatical mistakes, sentences should be accurately crafted and the letter should entertain the subject clearly. For the convenience of the readers sample of letter of refusal is also attached with this template, you can get help from this while drafting you own letter of refusal.