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The Refusal Letter is a critical business communication tool used across Canadian organizations to formally decline applications, requests, or proposals. This document type must comply with Canadian federal and provincial legislation, including the Canadian Human Rights Act, privacy laws, and sector-specific regulations. The letter serves multiple purposes: it provides clear communication of the decision, maintains professional relationships, creates an official record, and protects the organization from potential legal challenges. A well-crafted Refusal Letter should balance transparency with discretion, providing sufficient information while avoiding potential discrimination or privacy issues. It's particularly important in regulated sectors where documentation of decisions is mandatory and in situations where future audit trails may be necessary.

1. Letterhead and Date: Organization's official letterhead including full contact details and the current date

2. Recipient Information: Full name and address of the recipient, including any relevant reference numbers

3. Subject Line: Clear indication of what the letter is regarding (e.g., 'Re: Application for Position #12345')

4. Acknowledgment: Recognition of the received application/request/submission with relevant dates and details

5. Decision Statement: Clear and direct statement of the refusal decision

6. Brief Explanation: Concise explanation of the key reasons for the refusal, without being unnecessarily detailed

7. Professional Closing: Courteous closing statement, signature block with name and title of the sender