Decline Request Letter Template for England and Wales

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Key Requirements PROMPT example:

Decline Request Letter

"I need to draft a Decline Request Letter to politely reject a vendor's proposal to supply IT services to our company, explaining that we have chosen a different supplier following our tender process which concluded on 15 March 2025."

Document background
A Decline Request Letter serves as an essential business communication tool under English and Welsh law, used when an organization or individual needs to formally decline a request, application, or proposal. The document must be drafted carefully to ensure clarity while maintaining professionalism and avoiding potential legal issues. When drafting a Decline Request Letter, consideration must be given to relevant legislation including consumer protection laws, data protection requirements, and anti-discrimination provisions. The letter should clearly state the decision, provide reasoning, and where appropriate, offer alternative solutions or appeal processes.
Suggested Sections

1. Recipient Details: Full name and address of the recipient

2. Reference Information: Any relevant reference numbers or previous correspondence details

3. Request Description: Clear description of the original request being declined

4. Decline Statement: Clear and unambiguous statement of decline

5. Reason for Decline: Professional explanation of why the request is being declined

Optional Sections

1. Alternative Options: Suggested alternatives if available, used when wanting to maintain good relations

2. Appeal Process: Information about how to appeal the decision

3. Future Considerations: Information about potential future opportunities

Suggested Schedules

1. Supporting Documentation: Any relevant documents supporting the decline decision

2. Terms and Conditions: Relevant terms and conditions if referenced in the decline

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries
Relevant Teams
Relevant Roles
Industries

Contracts (Rights of Third Parties) Act 1999: Fundamental legislation governing how contracts affect third parties and the principles of contractual relationships in English law

Common Law Principles of Offer and Acceptance: Legal principles establishing how valid contracts are formed and terminated, including the principle that rejection terminates an offer

Consumer Rights Act 2015: Primary consumer protection legislation that sets out consumer rights and business obligations in the supply of goods and services

Consumer Protection from Unfair Trading Regulations 2008: Regulations protecting consumers from unfair commercial practices, misleading actions or omissions

Consumer Contracts Regulations 2013: Legislation governing distance selling and off-premises contracts, including cancellation rights and information requirements

UK General Data Protection Regulation (UK GDPR): Post-Brexit data protection legislation governing how personal data must be handled and processed in the UK

Data Protection Act 2018: The UK's implementation of data protection laws, working alongside UK GDPR to regulate personal data processing

Privacy and Electronic Communications Regulations (PECR): Specific rules governing privacy and electronic communications, including marketing communications

Equality Act 2010: Legislation protecting against discrimination and ensuring equal treatment regardless of protected characteristics

Financial Services and Markets Act 2000: Primary legislation regulating financial services in the UK, relevant if declining financial service requests

Business Names Act 1985: Legislation governing how businesses must present their names in communications

Companies Act 2006: Comprehensive legislation governing company operations, including requirements for business communications and documentation

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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