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Decline Request Letter

Decline Request Letter Template for Malaysia

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Key Requirements PROMPT example:

Decline Request Letter

"I need a Decline Request Letter to respond to ABC Manufacturing's supplier application dated January 15, 2025, citing our current vendor capacity limitations while maintaining the possibility of future collaboration."

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Document background
The Decline Request Letter is a crucial business communication tool used in Malaysian commercial and professional contexts when an organization needs to formally decline requests, proposals, or applications. This document type must be drafted in compliance with Malaysian legislation, including the Contracts Act 1950 and Consumer Protection Act 1999, ensuring clear communication while maintaining professional relationships. The letter typically includes the original request details, the decision to decline, clear reasoning, and any applicable alternative suggestions or future possibilities. It serves both as a formal record of the decision and as a means to maintain professional courtesy in business relationships.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and recipient's contact details

2. Salutation: Professional greeting addressing the recipient appropriately

3. Request Reference: Clear identification of the specific request being responded to, including any relevant dates or reference numbers

4. Acknowledgment: Polite acknowledgment of receiving the request and appreciation for their interest

5. Decision Statement: Clear and direct but tactful statement of the decline decision

6. Explanation: Brief, professional explanation of the reasons for declining

7. Professional Closing: Courteous closing statement and signature block

Optional Sections

1. Alternative Solutions: Suggestions for alternative options or solutions when applicable

2. Future Opportunities: Statement about potential future opportunities or invitations to submit future requests when appropriate

3. Additional Resources: Information about other resources or references that might be helpful to the recipient

4. Contact Information: Specific contact details for follow-up questions or clarifications if different from the letterhead

5. Legal Disclaimers: Any necessary legal statements or disclaimers, particularly if dealing with regulated industries or sensitive matters

Suggested Schedules

1. Supporting Documentation: Any relevant documents supporting the reason for decline (e.g., policy excerpts, qualification requirements)

2. Reference Materials: Additional information or materials that might be helpful for the recipient's understanding of the decision

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions











Clauses











Relevant Industries

Banking and Financial Services

Real Estate

Insurance

Retail

Manufacturing

Professional Services

Healthcare

Education

Technology

Construction

Telecommunications

Government and Public Sector

Hospitality

Transportation and Logistics

Relevant Teams

Human Resources

Legal

Procurement

Operations

Sales

Customer Service

Administration

Compliance

Business Development

Finance

Management

Relevant Roles

Chief Executive Officer

Managing Director

Human Resources Manager

Procurement Manager

Operations Director

Sales Manager

Customer Service Manager

Legal Counsel

Administrative Officer

Department Head

Project Manager

Account Manager

Compliance Officer

Business Development Manager

Finance Manager

Industries





Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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