Business Refusal Letter Template for Germany

The Business Refusal Letter is a critical document in German business communications used to formally decline business proposals, partnership offers, or commercial opportunities. It must adhere to strict German legal requirements, including compliance with the German Civil Code (BGB), Commercial Code (HGB), and anti-discrimination laws (AGG). The document should include mandatory company information, clear reasoning for refusal, and maintain professional courtesy. It's particularly important in German business culture, where formal written communication is highly valued and legal compliance is strictly observed. The letter serves both as a communication tool and a legal record of the decision, protecting both parties' interests while maintaining professional relationships.

1. Letterhead Information: Company details including name, address, registration numbers, and other legally required information per HGB §37

2. Recipient Details: Full name and address of the recipient, including any reference numbers

3. Date and Reference: Current date and any relevant reference numbers or identifiers

4. Subject Line: Clear indication of the letter's purpose (Betreff)

5. Salutation: Professional greeting to the recipient

6. Reference to Previous Communication: Acknowledgment of received proposal, application, or business opportunity

7. Decision Statement: Clear and unambiguous statement of refusal

8. Explanation: Brief, professional explanation of the reasons for refusal

9. Future Opportunities: Optional positive forward-looking statement

10. Closing: Professional closing phrase and signature block