Request Refusal Letter


On occasion, one may have to refuse certain request applications because it isn’t agreeable with the current circumstances or is just outright unfeasible. Such requests can be anything, ranging from leave application, transfer requests, salary increase request, etc. generally, and based on the timing or the performance of the person in question, the request cannot be processed. Hence, the applicant must be informed of the news in an appropriate way.

The most preferred medium is a Refusal Letter. It is a formal letter which must convey the decision on the request in a polite and professional manner. The letter, which must address the recipient directly should explain the reason for which the request was rejected and suggest an alternate course of action. The contents of the letter must not demean or patronize the recipient in any manner and must be concise, brief and direct. One must take care to avoid errors in the letter as well as use wording which may convey an alternate meaning.

Sample Letter:

The following is a sample of a Request Refusal Letter.



Janine Stanton

Sales Department

ABC Corp.





Caleb Smarts

HR Liason

ABC Corp


Subject: Raise Application Refusal


Dear Ms. Janine,

This letter is with reference to your application for a raise, as submitted on the DD/MM/YYYY. I regret to inform you that your application has been rejected by the HR Committee which is in charge of employee remuneration and increments.

As you may be aware, our company recently decided to expand its business into a neighboring city which set us back in our revenue. With the new acquisition not yielding the expected results, the upper echelons of the management have decided to halt any increments for the foreseeable future, until we can cut our losses on the venture. Hence, none of the employees will be receiving any increases in their salaries until the next quarter. However, this isn’t to say that your work is going unnoticed. Your dedication and performances have impressed the committee and you will receive some compensation in the form of a bonus in the first month of the next fiscal year. I urge you to submit an application again during the next quarter as I am sure that you will not face disappointment for the second time.

Once again, on behalf of the committee, I would like to express my regret at the situation. I do hope that the bonus you receive will satisfy you and I wish you all the best for your future at our company.

Yours Sincerely,

Caleb Smarts

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