You can easily adapt this sample to accommodate your needs and to fit the letter anyway you like, however the message being sent is generally the same. When a potential client asks for a memo, usually there is some kind of fee involved with the processing. However, sometimes the requests come in unwarranted and that’s when you must send back a business request refusal letter but with care.
Remember, any time you refuse a request or turn one down; it’s a very sensitive area to a client or customer, so it needs to be done with care.
First, let them know that the request was denied and make sure you include an “I’m Sorry” in the beginning for good measure.
Explain why the request was being denied. You don’t have to get too detailed in your response but simply explain that either the budget or whatever other circumstances simply doesn’t allow the request to pass through.
If you would like (this is completely optional), offer something else to do such as another venture.
Wish the recipient well and good luck.
I’ve received your request but I’m sorry to say that I won’t be able to help you on this one. I’m neither the Copywriting type nor the direct mailing type and it’s quite frankly just not something I have a lot of experience in. While I do hire a marketing specialist who does have experience in that, I just don’t feel that it’s in the best interest of the company right now.
I’m a bit booked enough as it is, so I’m sorry but my schedule won’t particularly allow it to happen. However, if you see any of my materials you want to use, please feel free to on your upcoming meeting in Orlando. Let me know if you need anything.