Letter to Decline Customer Request- Sample Template

[ Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

SUB: [ Insert the subject concerned to the letter]

Greetings of the day!

We had received your request against Ref. No: [ Insert the reference number or ticket ID] regarding [ State the concerned customer request for the commodity or service].

We understand that you have been trusting our company since [ insert the number of years since the customer’s first purchase of commodity or service], and we thank you for always choosing us.

The Department of [ insert the name of the concerned department] was responsible for your request, which has been discontinued since [ Insert the number of days/ months/ years since the department has been discontinued], due to low revenue. 

We regret to inform you that we will not be able to process your request for the same as [ Insert a valid reason for not being able to provide the requested commodity or service].

We are extremely sorry for the inconvenience caused. We appreciate your patience and cooperation.

For further queries regarding this, please contact us via email on [ Insert email address] or contact our customer service representative at [ Insert contact details of the customer service or their respective website].

Thank You

Regards,

[ Insert the Full Name of the Sender]

[ Insert the Designation], [ Insert the full name of the organization]

[ Insert the Contact Details of the sender or the organization]

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