Letter of Denial

A letter of denial is usually sent to a recipient politely rejecting a request they’ve previously made. This could be from an employer rejecting a worker’s leave of absence, a landlord rejecting an application from a prospective tenant, or a lender rejecting a loan from a customer. Any scenario that requires a formal rejection of something can be headed as a letter of denial.


Another type of letter of denial is sent by somebody deemed ineligible for Social Security, to an institution that usually requires a Social Security Number. This letter explains why they were denied, but asks whether they can still receive the service in question. This is common for international students studying in the United States who need some kind of assistance to support their education, or long term visa visitors applying for a driver’s license.


This letter is printed by the Social Security Administration itself, passed on to the recipient, who will then hand it to whomever requires it.  To obtain this letter you need to contact the SSA and reference (SSA-L676-Refusal to Process SSN).


Starting to Write


Respond by first restating the original request to prevent confusion.


Be specific about the reason the request has been denied and offer an alternative if applicable, such as a different date when an absence would be feasible.


Use polite and professional language. Being blunt could cause undue offence.

Sample Letters

Letter of Denial for Leave of Absence Sample

Dewey P. Clayborne

4023 Alexander Drive
Denton, TX 76201


Dear Mr. Clayborne,

We regret to inform you that your recent request for a leave of absence has been denied. After reviewing your request, we have determined that it would not be possible to accommodate your request at this time.


During the time you requested your leave of absence, out business experiences the highest level of volume throughout the year. It would just not be practical for us to give up one of our best workers during this time. We have trouble making it through this period every year, and without you, we don’t think we would be able to make it through.


We strongly suggest you resubmit your request, but with a different time period attached.



The Management

Letter of Denial Social Security Sample

Dear Mr. Rafaello Russo,

We are unable to grant you a Social Security card at this time because our records show that you are only on a student visa and are therefore ineligible for assistance from the United States Government.


You may provide this document to some private industries and government agencies, such as the DMV, to obtain selected temporary services, but these are not guaranteed.



Social Security Administration

Letter of Denial of Rental Application Sample

To Mr. Prentice,

I am writing to thank you for your recent interest in our rental property at 5837 Grand Vale, Marcelin, Minnesota.


However after much consideration I regretfully inform you that your application has been denied.


I was unable to make an offer because you have provided insufficient financial information for me to assess whether you have the means to maintain rent payments.


If you resubmit your application with any of the following: Certificate of Employment, Pay Stubs or Bank Statements, or an Income Tax letter, I will happily reconsider.


Yours truly,

Mrs. Ray Still


Letter of Denial for Credit Sample

Dear Mr. Valelly,

After evaluating your credit for small business application, we regretfully inform you that we are unable to open an account for you at this time.


To offer terms, we require an annual turnover of at least $20,000, which your business does not currently meet. If these circumstances change in the future, we will be happy to reconsider your application.


In the meantime you may be interested in one of our personal lines of credit, though this will not include any business related features. Find details in the enclosed pamphlet.


If you have any further queries do not hesitate to respond to this letter.



Ms. Tracy Plummer


Upstart Lenders

Letter of Denial for Job Application Sample

Dear Mr. Lazarus Maddox,

I would like to thank you for your interest in the IT Assistant position at Howel High School. We received a number of impressive applications, and I regretfully inform you that you have not been chosen to be interviewed for this role.


As the head of IT I appreciate the time you spent on applying for the job, and I encourage you to apply for any future IT positions which you qualify for. We note that you have experience in security and we may have a CCTV operative opening in the near future. If this may be of interest to you please let me know asap and I will send you more details when they become available.


All the best,


Craig Lennon

IT Manager