Refusing appointments is very difficult to do since rejections are normally offending.
However, there will be times when you have to do it.
Before looking at the example below, let me give you a context of this letter.
Recently, many embassies have changed their policy regarding visa applications.
They no longer accept walk-in applicants. You will need to send a copy of your documents
and arrange an appointment with them.
Here is some bad news for Mana Meesak when an embassy refuses to grant
him an appointment.
Dear Mr. Meesak,
Thank you for your visa application.
Unfortunately, we cannot arrange an interview for you for the time that you require.
We are fully booked for the next three weeks. We do advise you to make your future applications well
in advance before your trip.
Please refer to our website for more information.
Sincerely yours,
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First of all, you might want to say something as a ‘cushion’ or some kind of introduction.
Thank you for your letter dated October 10.
Reference is made to your letter on October 10.
I am writing with regards to your application.
Secondly, you have to be clear that you are saying ‘no’.
Unfortunately, we cannot meet you on October 25.
I regret to say that Mr. Brown will be away all week next week and therefore cannot meet you.
Thirdly, you should offer a reason why you cannot grant the person an appointment.
This can be in the same sentence as the rejection, saying-‘no’ part.
This is due to the fact that Christmas is always a busy time; therefore,
we cannot take your reservation.
Finally, try to end the letter nicely. You can give an option or offer some kindness or information.
I am very sorry that I could not arrange an appointment for you at this point.
Please contact me later for an alternative time.
If you require further assistance, please do not hesitate to contact me.
If I could be of any help regarding other matters, please feel free to contact me.
If there is no personal reason as to why you cannot grant the person an appointment
(i.e. you do not like him/her and do not wish to see him/her ever! or if the person is a debt collector),
you should suggest another time, suitable to you.
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