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How To Make A Professional Denial Letter By Doing Less? – Free Guide

  • leave denial letter
  • 10 min read
  • September 6, 2023

Denial Letter

Have you ever faced difficulties saying NO? Many people face difficulties in saying no to anyone, Now coming to the corporate world- is it easy to deny something professionally to reject the request?

Most HR managers don’t know how to deny any request coming from the employee, either to handle it verbally or draft the denial letter for the same.

HR managers already have a substantial workload, from overseeing administrative tasks to enhancing employee engagement and performance, making their responsibilities seemingly never-ending. If you hold a managerial role in HR or within an organization, there will be instances where you must make difficult decisions, including the rejection of employee requests.

This blog aims to provide a comprehensive guide to different kinds of denial letters, scenarios to use them, craft them stepwise, and many more.

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Note: You can download directly from here and edit as per your need.

What Is a Denial Letter?

What Is a Denial Letter

A denial letter is a document for the written communication used to decline an employee’s request.

There are multiple areas where an employee can request management or HR, in that case, when HR or the manager denies the request the formal document is used as a denial or rejection letter. The areas are – mostly regarding job offers, leave approval, salary increases, transfers, and more. This letter formalizes the refusal by providing a clear intention for the decision.

Sending a rejection letter effectively concludes the request process. This letter upholds a formal and constructive tone, straightforward talk, concise message, and understandable point of view.

Scenarios To Write a Denial Letter or Rejection Letter

Denial Letter or Rejection Letter

There can be various situations or scenarios that necessitate the writing of a rejection letter. Here Superworks collected some reasons for that you need to draft the impactful letters.

No Position For Particular Role

Whenever any candidate applies for any role to say no directly looks bad. As they are searching for a particular role or any employee may seek promotion as well, you can draft a job offer denial letter for the same.

While the requesting employee may possess the qualifications for the promotion, the department can send the job denial letter after the interview to deny the promotion or for the job role.

Budget Constraint

After a period of employment, employees may request a salary increase. In this case, denial of the job offer letter doesn’t work, you need to consider an increase of salary denial letter for the same.

Declining such a request can be a challenging task but HR has to do this, especially if the annual budget has already been allocated before the employee’s request.

No Leave To Allocate

Leaves are an employee’s right, but unconditional or not appropriate leaves can be denied by the HR manager. Employees may request a leave of absence at inconvenient times, at that time most departments already have too much workload. In that case, a leave denial letter works.

This kind of leave can potentially shift an excessive workload onto other team members, negatively impacting overall productivity.

No Transfer Or Promotion

When an employee expresses a desire to transfer to another department, at that time only denial of job offer letter doesn’t work. It typically requires approval from both you and the relevant manager and perhaps your department takes an interview as well. Even if you are open to the transfer, a denial letter may be necessary if the other manager does not endorse the request and wants to draft the job denial letter after interview.

Read more: Get Your Dream Job With An Effective Job Application Letter Format


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Clearly communicate with your employee on serious issues with the formal and professional HR letters, available at Superworks – HR toolkit. Optimize your workflow with easy-to-use templates.

Ready to optimize your HR workflow for better efficiency? Download now and get started!

How To Perfectly Write a Denial Letter?

Perfectly Write a Denial Letter

There is a proper way to write a perfect letter by mentioning the reason for the same and here we mentioned some points you need to know.

1. Consider The Appropriate Request

What is denial letter? – It is the denying process of any request right? – In this case, your denial letter should have a request mention that came from the employee. To prevent any potential confusion or miscommunication, add the request to the letter.

It is possible the request has been made many weeks or months ago, and they may have forgotten about that. This step can help to make a rejection letter more precise.

2. Specify the Reasons In The Rejection Letter

No more excuses to reject employee requests. Just add the proper reasons and tell them why are you rejecting the request. When you prefer honesty, it can help to give a crystal clear idea of them why they are not getting what they want.

Employees are more likely to appreciate your decision and the letter if you offer a well-founded reason. For instance, if the employee seeks leave, and with a rejection letter it is denied due to no leave balance or an inappropriate leave, you can explain this to help the employee understand the situation.

3. Letter Should Be In A Positive Tone

Every letter except a warning letter should be written in a positive tone. While you are declining the employee’s request, it’s essential to convey encouragement and positivity to the employee.

4. You Can Use Another Proposal For Their Benefits

When an employee reaches out with a request letter, they are likely seeking guidance on why you are rejecting or denying. You may have insight into alternative solutions that could help address the issue of the employee. Offering other offers or suggestions can demonstrate that you value the employee’s well-being, and it ultimately helps to boost employee retention.

5. You Have To Maintain Professionalism & Politeness

Only a direct tone is not important, you need to compose a professional and empathetic rejection letter to uphold a positive employee relationship. This method keeps the letter concise yet informative enough for the employee to grasp the reasons behind the denial.

So, start with politeness and conclude the letter with a note of gratitude for the request. You can show appreciation for the employee’s confidence in you.

You can access well-crafted HR letters and guides through our HR toolkit and various other HR documents. Below, you will find a structured format for creating a letter to deny an employee’s request.

How to Write a Denial Letter? – Important Key Points

Important Key Points

What are the key aspects to write a denial letter? In general, it’s important to maintain professionalism, and clarity in conveying your decision. But here is a quick recap you can check for writing a denial letter.

Start with the “Dear” or other respective words with the employee’s name.
Conclude the letter with a formal salutation such as “Regards” or “Sincerely”.
The letter should deliver the value of the employee request denial letter.
Reconfirm the request so that you can consider and approve it.
Understand employee feelings and concerns.

A Professional Denial Letter Format

Professional Denial Letter Format

A Good Request Denial Letter Example

Denial Letter Example

Make Your Decision To Get The Free Letter

A denial letter is sent when you can’t say yes to something that the employee asked you. Now, you don’t need to make the proper letter and send it to employees, just check the HR toolkit. If you need a letter like this for different situations, you can use the most promising HR software. We have a stop solution for all your conditions, letters are there, emails are there even by automation you can streamline HR processes.

Written By :

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

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