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Refusing







Guidelines : Refusing

Refusing Information

Guidelines and Alternate Phrases

  • Begin on a neutral or positive note.
  • We received your letter asking about the nature of our bidding process.
  • Thank you for your letter inquiring about our legal difficulties with Norman Raymond International.
  • Explain why you cannot send the requested information.
  • The information has not been compiled at this time.
  • The information is not in a readily accessible form that would be appropriate for mailing outside the organization.
  • Because some of the information is rather sensitive to our clients, we do not want to jeopardize client relationships by sending these documents outside our firm.
  • We used to provide these maps to our customers, but the cost of mailing over 150,000 copies annually has become prohibitive. We hope you understand.
  • Decline to provide the information in a courteous, positive tone.
  • Offer to meet the requester’s needs in another way.
  • Please write us again if we can help you in another way.
  • Perhaps we can help you the next time.
  • Thank you for writing. Let us know if we can provide anything further in the way of specification sheets.
  • Let us know if we have overlooked another piece of information that may help you with your study.
  • Is there some other way we can assist you?

Example 1: Sample letters for refusing the basic information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Warren:

I have received your November l letter requesting financial statements for the Zeeler Company; we especially appreciate your complimentary remarks about the future of our new Dallas division.

Because Zeeler Company is a wholly owned subsidiary of Buford Manufacturing Corporation, Zeeler does not publish financial information outside the company. Cash requirements for Zeeler are supplied by the parent company. I am, therefore, enclosing a copy of Buford Manufacturing Corporation’s Annual Report for 19–, which I hope will be of some help to you.

Please call me at 666-9983 if you need any additional information on the other two companies you are researching.

Sincerely,

Example 2: Letters for refusing the basic information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wharton:

We’re so pleased to hear from you after having read The Wall Street Journal story on BYMED. The staff writer did such a fine job in extolling our virtues and growth pattern that we were caught unprepared for such a response from its readership.

I’m sorry to say we do not have completed brochures containing all the appropriate information on our radiators and heaters for the automotive market. As The Wall Street Journal story detailed, our total sales have increased 82 percent in the past six months, and current projections are that sales will indeed continue that growth pattern and profitability.

In lieu of a slick sales brochure, I have enclosed a specifications sheet, which I hope will answer some of your questions. We also hope, after reviewing the enclosed information, you will agree BYMED represents an excellent investment opportunity.

Cordially,

Example 3: Information Refusing Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Martin:

Your March 2 letter to Mr. John Trudeau has been referred to me because of the sensitivity of the Marietta issues.

Unfortunately, we don’t agree with your interpretation of the Section 6 clause of our November 10 contract. We do not think we are required by law to furnish you with the proposal information developed over a period of time at a great expense to Vitco Inc. After careful consideration, I’m sure you will understand our position.

If you have other questions to which we may be able to provide answers, please write again.

Sincerely,

Example 4: Example Letter of Refusing

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Gage:

Thank you for your interest in the Modeso Company’s alliance with Apex Industries. However, as the merger process is not yet complete, we are unable to authorize release of any materials concerning our bidding processes.

The merger is scheduled to be completed within the next two months. After that time we will be working on creating a new bidding procedures handbook that will reflect the needs of our new organization. If you would like to request information at that time, we will be happy to help you in any way we can.

Sincerely,

Example 5: Refusing Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Kauri:

Thank you for your enthusiasm concerning the design of the new B416 Trans Unit. As this design has not yet been patented, however, we are unable to release any drawings or spec sheets concerning its interior machinery. We trust you will understand our inability to allow you access until we receive our patent confirmation.

We are however, mailing you a promotional brochure that does answer many of the general questions you had concerning the B416 and its potential to drastically change the market’s current trends. We hope this information will aide you in your research.

Please let us know if we can provide you with any other assistance.

Sincerely,

     

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