As you move through your professional career, you will receive requests for favors and contributions. You will not be able to honor all the requests you receive and will sometimes refuse requests. When refusing a request, first think about the receiver, and then determine the approach for your message.

4. Refusing Typical Requests

As you move through your professional career, you will receive requests for favors and contributions. You will not be able to honor all the requests you receive and will sometimes refuse requests. When refusing a request, first think about the receiver, and then determine the approach for your message.

When refusing typical requests,focus on explanations and praise   .

Points:                                                  

1 / 1

Close Explanation

Explanation:

When composing a refusal message, focus on clear explanations and praise rather than refusals and apologies. Do not avoid praise or explanations since explanations will help your reader understand your reasoning and praise may build goodwill. Do not apologize or emphasize the refusal.

Consider the following scenario and refusal message, and then answer the questions.

Teresa is the owner of a small chain of coffee shops, WhichBrew Coffee Company. She was recently invited to a local business luncheon hosted by the mayor of the city but will not be able to attend the event.

WhichBrew Coffee Company

4356 Bean Plaza

Blend, OR 98675

(333) 349-3432

May 13, 2013

Mayor Sam Cho

City Hall

3495 Galvin Boulevard

Blend, OR 98675

Dear Mayor Cho:

Your hard work during your last three years in office has made a difference. The downtown beautification project is a colorful success. The addition of potted plants, flower beds, and window boxes makes our city a lovely place to be. Thank you for playing a key role in creating a pleasant destination for downtown shoppers and visitors.

Receiving an invitation to your downtown business luncheon next month was a privilege. Although I must decline your invitation, it is for a reason I am sure you can appreciate. WhichBrew is preparing to open a small chain of bakeries called WhatDough. The grand opening of our first WhatDough bakery is on the same day as your business luncheon. Since I would love to have the opportunity to visit with you, may I invite you to cut the ribbon at the grand opening of our second WhatDough location? I am aiming for the second week of August, but I will call to confirm the date and time.

WhichBrew and WhatDough are successful ventures because of your efforts to revitalize downtown. The customers who come into our stores are friendly and value this community. Please let me know if I can be of any assistance to you or to the city in the future. I will contact you next week regarding the date and time of our grand opening ceremony.

Sincerely,

Teresa Vaughn

Which refusal technique is successfully used in the closing of this message?

Ending positively with compliments and an offer of assistance

Ending with an apology

Ending with a statement discouraging future correspondence

Points:

1 / 1

Close Explanation

Explanation:

Maintain a positive tone in your closing by giving sincere compliments and by offering assistance. Do not end an invitation refusal by discouraging future correspondence or apologizing. When sending a refusal to an invitation, it is important to maintain goodwill to aid future relationships.

What does the writer of this message do to maintain goodwill?

Implies the refusal rather than stating it outright

Provides an alternative time to visit

Promotes the remarkable coffee at WhichBrew

Points:

1 / 1

Close Explanation

Explanation:

This message works to preserve the relationship between the mayor and writer and to maintain goodwill by offering an alternative time to visit: the grand opening of the second WhatDough location. The message clearly declines the invitation and does not promote WhichBrew coffee.