Email Writing Accepting&Declining

EMAIL WRITING
ACCEPTING & REFUSING / DECLINING

AN INVITATION / PROPOSAL
 Start the letter appropriately
 Acknowledge the invitation
Accepting  Express your acceptance

 Express you look forward to attending
Invitations  Sign the letter
"Dear" is not the appropriate word to use in addressing
someone with whom you are not quite friendly, so
reserve it for relatives and close friends.
Start the letter For others, simply address the sender by their surname.
Ex: If replying to a John Smith, simply address him by
writing "Mr. Smith," followed by your note.
appropriately. It is also appropriate to include any titles when
addressing the host. If the host's name is Doctor John
Doe, for example, start the letter by writing "Dr. Doe."
You may, however, omit the title and only use the first
name if the host is closely acquainted with you.
Express gratitude for receiving the invitation to the
event. Mention the occasion, date, and venue where and
when the event is going to be held. Here are samples of
acknowledgment.
Acknowledge
 My wife joins me in thanking you for inviting us to
the invitation. your dinner party on...
 Our family is thrilled to receive your invitation to
your daughter Margaret's 18th birthday party.
 I was delighted to receive the invitation to your
son's wedding in the mail today.
Write a brief note to express your happiness to join the
Express your host on the special occasion. A few examples of what
you could write to various events:
acceptance to  It will be my pleasure to come to your dinner party.

 I am honored to be part of your daughter's wedding.
the invitation.  My wife is already planning a perfect gift for the
occasion.
Note that you The host will likewise be pleased to celebrate the
upcoming occasion, if you include an uplifting phrase,
look forward to such as:
 I am sure we'll have a grand time catching up.
attending the  I am excited to see you.
event.  I look forward to the wedding day with much

happiness.
Write your name as written on the letter of invitation. If
Sign the letter. you feel more comfortable writing it in a less formal
way then you may do so, just as long as the host can
recognize it as belonging to you.
Example Dear Ms. Prince,
Letter: In reply to your lunch meeting invitation received May 29, 2013, I would be delighted to meet with you
on Friday, May 31st. I will be ready at 10:00 A.M to be picked up in front of my house.
Acceptance
Letter to a I look forward to joining you and your group for what promises to be a productive and enjoyable lunch.
Lunch Sincerely,
Meeting Professor Ian Blight

Invitation
Example Mr, Moore,
Letter: Thank you for the invitation to meet with you in your office on _____ (date) at _____ (time). I am writing
Accepting and you to accept your invitation and look forward to hearing your thoughts on _____ (subject of meeting).
RSVP an
Sincerely,
Invitation to a
Business Jane Doe
Meeting
To accept an  Thanks for your invitation / invite. I’d love to come.
 Thank you for inviting me to dinner. I’m looking
invitation to an forward to it very much.
informal party /
 I’m able / free to come to / attend / make the
meeting at…
dinner / meeting
 Start with an appreciation of time and work
 Deliver the news
Declining /  Give the explanation

 (Suggest other ways of partnership)
Refusing an  Close your email
Invitation
While you might feel like the salesperson is
showcasing a product that is useless to you or
your company, you need to be aware that it
requires a lot of guts to present the offer.
Start with an Letting the person down easy will assure that their
appreciation of confidence doesn't dwindle and the person will
have an easier time getting over your rejection.
time and work One way of doing so is to show your appreciation

by thanking them for their time and work they
presented.
Giving the news of rejection might seem daunting
at first, but breaking the news as soon as possible
is the best you can do. Leading the salesperson on
without an answer will bring their hope up.
Delivering the news as fast as you can, will help
the person get over the rejection quicker while
Deliver the news also giving them more time to look for more
opportunities.
Also keep in mind that when you do reject them,
you have to insist that your mind's made up and
you will not be changing your decision.
Rejection without a proper reason can be
confusing for many people.
While you may have your own reason to reject
their invitation / proposal (you already have a
superior product or, their product doesn’t align
Give the with your company’s policies or, your company
might not want to invest in their product), it’s
explanation always better to let the salesperson / person giving
the invitation know what stopped him or her from
closing that deal rather than leaving them to
second-guess themselves.
Sales representatives can be very persistent. You
might have to be clear that their product doesn’t
interest your company. But rather than just cutting
Suggest other all ties with them, it would be wise to see what
else they can bring to the table.
ways of You can suggest future partnerships with them in
context of their other products or services. In a
partnership way, this can encourage them to come back with a
stronger pitch next time.
With all business emails, it’s a must to close it
properly. To draw up a proper closing, you’ll need
to evaluate your relationship with the recipient.
Common professional endings are “Yours
sincerely, Best regards, Thank you.”
Close your If you are close to the recipient and have
conversed with them before, you can opt to use
email “Cheers, Faithfully, Yours truly” instead. These
closing remarks have to be followed by your
email signature, your full name, your position in
the company and your contact information.
Example Letter:
Declining
Example Letter:
Declining
[Their name],
Example Letter:
We were lucky to get some strong proposals in on this and we deeply appreciate all the info
Declining
from your side — and for your patience. After a lot of careful thought, we have decided to go
with another firm for this project. While we certainly have no doubt about the superior
quality of your team or that you could deliver on this skillfully we decided to use this project
to expand our bench of development partners and, since this is part experiment for us, this
was a good opportunity to do that.
We’d really like to continue talking with you about future projects we have coming up this
year. I definitely look forward to collaborating in the future.
Thanks again for your help and your time,

[Your name]
Thank you for your
To decline invitation, but I’m sorry
these I can’t come.
invitations, you
can write: I’m sorry, but I’m not
going to be able to make
it on…

Email Writing Accepting&Declining

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Email Writing Accepting&Declining

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EMAIL WRITING

ACCEPTING & REFUSING / DECLINING

Accepting  Express your acceptance

acceptance to  It will be my pleasure to come to your dinner party.

event.  I look forward to the wedding day with much

Meeting Professor Ian Blight

Declining /  Give the explanation

time and work One way of doing so is to show your appreciation

Thanks again for your help and your time,

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