You will need
- - official form of the organization;
Make a draft of the letter. Do not neglect this stage of preparation of the document. It will allow you to put your ideas in order and to choose the most correct phrase.
Start the text with traditional appeals to the recipient: "Dear Ivan Ivanovich!" or "Dear Mr. DOE!". Do not use other language, because the written waiver of a formal nature.
In the upper left corner, specify the addressee of the letter: company name, position, surname, initials of the employee or the surname and initials of the individual. Information about your company will be presented on the official form in the upper right corner.
Write the main part of the document. First, repeat the request or offer. Of course, no need to completely rewrite the text of the document. Quite a few words to Express its essence, using the traditional speed business communication: "In accordance with your request for a copy of the order ..." or "In response to your request to extend the period of preferential crediting to announce...".
Then list the reasons for the refusal. The explanation for the negative response should be brief, logical, solid indeed, but not sharp in shape. Do not misrepresent the situation, do not bring non-existent facts and implausible arguments. Possibly confirm their words with references to laws and regulations. But do not go to extremes. Overloading the letter with lengthy explanations and wordy apology, you run the risk of even more angering the recipient.
The final part of the letter begin with a standard language that allows you to remain polite but firm in his decision: "in view of the above facts, we, unfortunately, have to refuse to cooperate with your company" or "we regret to inform about the impossibility of further extending lines of credit".
Try to soften the refusal. With this purpose, inform the addressee about other partnership opportunities, about new services of your company that he can use on concessional terms, to be refiled its request after a certain time, etc. All information must be completely reliable and relevant.
Re-read the draft letter. Fix the errors, make the necessary additions and amendments. Print the waiver on the official letterhead of the organization, sign at the head and send it to the recipient.