Letters of Refusal

Reply to the situations

Observe these 4 stages in each letter :

• Acknowledge
  
• Express regret (be tactfu)
  
• Give a reason for your refusal
  
• Offer a counter-proposal

Situation 1

You are a manufacturer. Reply to a wholesaler who is unknown to you. He wrote asking for an agency.

Your reply :

• You are unable to offer an agency
• You already have a representative
• Offer a sub-agency
• Offer to supply through your main agent

Answer :

Dear Mr. Iddas

Proposed an agency - Sumedang

Thank you for your letter of Februari 20th. After careful consideration we regret that we are unable to offer an agen.

According to your detail letter, your company is capable to be our agency, but we already have a representative in Sumedang.

However, if you would like to reconsider the offer, you might prefer to become a sub-agency. And we would be happy to supply through our main agency.

Thank you again for your letter. We are very sorry that your company can not be our agency. We hope your company success in the future.

Yours Sincerely,

Febby Rizki

Change Telex to Letter

CHANGE TELEX TO A LETTER

Include the following phrases of reassurance

as far as i can see ..... (taken over)
at present there is no need for concern ..... (family maintain control)
i can assure you ..... (not short of capital)
if i hear anything to the contrary i will contact you.

CONFIDENTIAL
WITH REF YR TLX 18.8 ALBANI UNLIKLY TO BE TAKEN OVER.
FAMILY WISH REMAIN CONTROL. THEY DO NOT APPERA SHORT
OF CAPITAL. NO REASON WHY YOU CANNOT CONTINUE TRADING.
WILL CONTACT IF FURTHER NEWS.
REGARDS.

Answer :

Dear Mr. Ioannnou,

Referring to your last telex at august 18th. In that telex you asked me about the rumours one of our largest customers, albani being taken over and you also ordered me to investigate it.

As far as i can see that Albani group unlikely to be taken over. At present there is no need for concern, the family wish to maintain control. I can assure you that the Albani group do not appear short of capital, and there is no reason that you cannot continue trading with them.

If i hear anything contrary news, i will contact you.

Your Sincerely,