Current date Ms. Sonya Capretta 2459 Sierra Avenue Fresno, CA 93710 Subject: Dea

Question

Current date

Ms. Sonya Capretta

2459 Sierra Avenue

Fresno, CA 93710

Subject:

Dear Ms. Capretta:

We regret to inform you that the wedding date you request in your letter of February 2 at the Napa Valley Inn is unavailable. Unfortunately, we are fully booked for all of the Saturdays in June, as you probably already suspected.

June is our busiest month, and smart brides make their reservations many months—even years—in advance. That’s because the Napa Valley Inn is the ideal romantic getaway for weddings. With unparalleled cuisine and service, along with panoramic Napa Valley and vineyard views, our Inn offers unique, intimate ambiance in a breathtaking location for your special event.

We apologize if we have caused you any inconvenience. However, if you could change your wedding date to the middle of the week, we would try to accommodate your party. We do have a few midweek spots open in June, but even those dates are rapidly filling up.

With 45 Mediterranean-style rooms and suites, each with its own sunny private terrace, the Napa Valley Inn is the perfect location for you and your partner to begin your married lives. Afternoon ceremonies typically begin at 11 a.m., while golden sunsets at the Napa Valley Inn offers a romantic prelude of the evening to come. Evening ceremonies usually begin at 6 p.m.  

I’m available if you want to arrange something.

Sincerely,

Outline a writing plan for a request refusal:

Subject line:

Buffer:

Reasons:

Bad news:

Closing:

Explanation / Answer

Subject line:

The subject line can be something like “Your wedding reservation”

Buffer:

The buffer should be having a balanced statement without any negative overtone such as congratulating the bride to be for the upcoming wedding.

Reasons:

In this section, clearly lay down the reasons and explain the entire situation very clearly and transparently.

Bad news:

In this section, the bad news has to be communicated but it should be done in a passive voice without hurting the customer’s sentiments. Also if possible try to provide alternative solution.

Closing:

The closing should always stress on the positives, congratulating the bride and also wishing to have continued business in the future with also a hint on acceptance of the alternative solution provided earlier.

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