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The Declination Letter is a critical business communication tool used across Canadian jurisdictions to formally reject proposals, applications, or requests while maintaining professional relationships and minimizing legal risks. It finds application in various scenarios including job application responses, business proposal rejections, vendor selection processes, and internal request denials. The document must comply with Canadian federal and provincial legislation, including privacy laws (PIPEDA), human rights legislation, and official language requirements where applicable. A well-crafted Declination Letter should balance clarity and diplomacy while protecting the organization's interests and maintaining good business relationships. It typically includes acknowledgment of the submission, a clear statement of declination, a brief explanation, and appropriate closing remarks.

1. Letterhead and Date: Company letterhead with full contact information and current date

2. Recipient Information: Full name, title, and address of the recipient

3. Reference Line: Clear reference to the original application, proposal, or request

4. Salutation: Professional greeting addressing the recipient appropriately

5. Acknowledgment: Recognition of the received proposal/application and expression of appreciation

6. Declination Statement: Clear and direct statement of declination

7. Brief Explanation: Concise, professional explanation for the declination without oversharing details

8. Professional Closing: Courteous closing statement maintaining good relations

9. Signature Block: Full name, title, and contact information of the sender