Business executives as well as academics frequently receive letters that request information, request help with projects or even request favors. Most businesspeople can't accommodate all of these requests, no matter how worthy the cause or project may be. Simply ignoring the request is bad business because it creates the impression that the writer is not important. Instead, when you cannot accommodate a request, you should notify the writer that you can't grant the request.
Instructions
1. Insert a piece of company letterhead into your printer. Letterhead creates a formal, credible appearance that is important to maintain when refusing a request.
2. Type the full date, and skip a line space. Type the recipient's name, organization name, and the organization's address. Skip another line space.
3. Type "Dear Mr./Ms. (Name)" followed by a colon. Skip an additional line space.
4. Begin the first paragraph by thanking the writer for expressing interest in your company or in your work. Explain that you normally work hard to accommodate requests like this one and that helping the community is important to you. Skip a line space.
5. Start a new paragraph. Explain to the writer that unfortunately you cannot accommodate the request at this time. Briefly explain the reasons why. If you might be able to accommodate the request at a future date, give the details for when or under which circumstances you can help. Skip a line space.
6. Type "Sincerely," and skip three line spaces. Type your full name and title. Print the letter and sign your name in blue or black ink above your typed name. Make a copy of the letter and retain it for your records.
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