Decline letters are formal letters which are usually sent by an individual to another in order to decline an invitation, an offer and so on. They can also be extended by a company to another, declining or refusing to participate in a business deal or to enter into any agreement.
Whatever be the cause, decline letters must be formal in tone and extremely courteous. They are written following certain long established techniques and thus, special care should be taken while framing decline letters.
Decline letters can be more personal in case for familiar recipients. However, even in the case of decline letters to close associates and near and dear ones, the reasons for declining the invitation or offer must be politely stated.
Efforts should be made to ensure that under no circumstances the decline letter is rude and obnoxious. If one is unwilling to reveal the reason for the decline, it can be left out altogether or some other acceptable reason may be cited.
Such letters should be kept short and professional. The recipient must be thanked courteously for extending the invitation or offer at the first place. Decline letters can end with the sender expressing sorrow for not being able to accept whatever it is that was offered.