Recommendation Decline Letter

Recommendation Decline Letter

Recommendation Decline Letter

[While writing the letter of declination, be courteous and respectful in order to remain on good terms for possible consideration down the road. Below briefly focus on Sample Recommendation Decline Letter. There are ample ways to politely and diplomatically decline the request without offending the person who asked you. It is better to explain the reason for your delineation of the letter directly, than to ‘beat around the bush’. The person who wrote the letter might be hoping for a positive reply from you, so you must be very much careful about writing this letter of declination. You can make changes as per your requirements.]


Sender/Your name…

Home/Office Address…

Date: DD/MM/YY (the date on which the letter is written)


Receiver name…

Home/Office Address…

Subject: Decline to a recommendation letter

Dear (name of the receiver),

This letter is to inform you that the recommendation letter you send can’t be accepted at the moment because of (the reason for declination). (Describe in your words). I hugely apologize for not being able to do so, but I can’t help you in this case. (Describe actual cause and situation).

I hope you are not getting me wrong. (Express your expectation). It would be my pleasure to have your recommendation fulfilled but unfortunately, this is out of my hands, but if you want any kind of suggestion in this matter, (Cordially describe your greeting and recommendation), I’d surely do my best to help you.

Thanking you,

Yours sincerely,

(Name and signature)

Home/Office Address…


Another format, [Email Format]

To: receiver mail address, name.ghn@email.com

From: sender mail address, name.jhj@email.com

SUB: Recommendation Decline Letter

Dear Mr./Ms./Mrs. (Name of the recipient),

This is in reference to the request for a recommendation letter dated (date). (Describe in your words). I wish to let you know that recommendation letters are best written by colleagues or superiors who know your abilities and professional qualities well. Since I am from a totally different profession and I hardly know you from last month and that time was not enough for me to know more about your professional skills. (Describe actual cause and situation). I think I am not the right person to judge your merits and professional abilities.

When I enquired about you, in your department, everyone said that you are quite hardworking and true to your job but professionally speaking, it would be good if you could ask someone else from your department to write a letter for you than me intruding in your field of work. (Express your expectation). I feel really great that you selected me to write a recommendation letter. Your qualities and other positives can be best stated only by the people who work along with you in your department. So, I would suggest that you should approach someone else.

It’s with regret that I refuse to write this letter and I hope you understand the reason for declining the same. (Cordially describe your greeting and recommendation). If I can help you in any other way please feel free to ask me. Wish you all the very best!

Best Regards,

(Your name)

Home/Office Address…

Contact Info…