A negative message is what a rejection letter is made of. But it doesn’t have to be nasty and hurtful. In business writing, if you are going to write a rejection letter, you still have to include professionalism in your message.

Sometimes, many writers or even certain individuals who find it hard to write a rejection letter just because it requires responsibility, pressure and even your concern to the person whom you’ll be giving the letter to.

If you are wondering what to write in this kind of letter, first, know the different elements that you will consider before you will hand it to the rightful one.

You might have a hard time saying a NO or rejection someone out of your company or institution.

Writing rejection letters is a tricky undertaking. On the one hand, you want to be clear and straightforward, getting your meaning across without misunderstanding. On the other, you want to do it with enough tact to avoid being mean and inconsiderate of the recipient’s feelings.

The easier way is to write it concisely. That means you don’t have to make it long and state your point directly. However, this also means that you don’t make them feel daunted and discouraged.

There is nothing wrong about writing in a polite tone and at the same time, to thank him or her for his/her interest in applying in your firm. Through these, you can proudly say that you didn’t hurt the receiver’s feelings so badly.

Writing a rejection letter is normal and anyone needs to do it in any cases. There is nothing wrong in rejecting someone. What matters is that you know how to handle writing a correct and proper rejection letter in order to settle things down.
There are two primary formats for rejection letters: indirect and direct. One is designed to keep the door open for establishing a relationship within the short-term, while the other just shuts it (at least, for the meantime). You can use either of the two, although you must realize that they are likely to elicit different responses from your readers.

The indirect format begins by thanking the recipient and building up the possible reasons for rejection in the reader’s mind. Once you develop the rationale for the negative decision, that’s when you actually give them the actual rejection, essentially dampening the blow. Use this when you want to ensure that the relationship, despite this particular rejection, stays in good terms.

The direct format pulls no punches and starts out with the actual rejection. You can choose to give a reason or not, although, it’s always good practice to let people know why they’re being given the shove. It’s just the courteous thing to do. Do note that if you’re giving a reason for the verdict, keep it short. Doing too much can dilute the rejection message.

In both cases, make sure to use a professional writing software. The last thing you want to do when giving a notice of rejection is to mistakenly relay something else you didn’t mean.

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Category: Writing
Keywords: rejection letter, appropriate rejection letter, letter writing, formal writing