Reject Request Letter Template for New Zealand

The Reject Request Letter is a crucial business communication tool used when an organization needs to formally decline a request, proposal, or application. This document type, while common in New Zealand business practice, must align with local legislation including the Contract and Commercial Law Act 2017 and Fair Trading Act 1986. The letter serves multiple purposes: it clearly communicates the rejection decision, provides necessary explanations, maintains professional relationships, and creates a formal record of the decision. When drafting a Reject Request Letter, organizations must ensure it balances clarity and professionalism while potentially offering alternative solutions or future opportunities where appropriate. The document is particularly important in maintaining good business relationships while delivering negative news.

1. Letter Header: Includes sender's details, date, and recipient's contact information

2. Reference Line: Clearly states the reference number or subject of the original request

3. Request Acknowledgment: Acknowledges receipt of the original request and briefly summarizes it

4. Rejection Statement: Clearly but politely states that the request cannot be granted

5. Explanation: Provides clear, logical reasons for the rejection

6. Professional Closing: Includes appropriate sign-off, signature block, and sender's details