Q&A from the article:

Politely Decline a Letter of Request Formally

Edited by VisiHow, rishabhdihingia, Eng, Melwyn and 10 others

Contents

Questions and Answers

How do I deny a customer's request for a hotel room charge?

The customer I am dealing with has smoked in a non-smoking room at our hotel. He has sent me a letter requesting that the charge to be removed. I am unable to do this as our hotel has strict policies against smoking in non-smoking rooms. How do I respond without offending him?. I have tried: Nothing yet. I think it was caused by: Perhaps he misunderstood the smoking guidelines, though they are clearly stated throughout the hotel room.

Was this helpful? Yes | No | I need help

Ad

The person is has broken an explicit and implicit (there are no ashtrays or smoke smell in the hotel corridor) rule; so, you have to stand your ground while remaining polite.

Dear [name]:

Thank you for your written request on removing charges. We have received it this morning, and we are sorry that we caused you discomfort with our strict rules concerning smoking within the rooms. We have reviewed your explanation, and we realize that it might have been your misunderstanding. However, besides apprising every visitor of vacant rooms for smokers and nonsmokers, we have visual guidelines that unambiguously state that the area in which the incident has happened is smoke-free.

Was this helpful? Yes | No | I need help

Please understand that this is an indispensable area for people who cannot tolerate smoke even in slightest amounts, people with asthma, and other people who find their comfort in areas free of smoke. Along with guidelines, we have not placed any ashtrays in the rooms and used warning signs.

Was this helpful? Yes | No | I need help

Our policy states that the charge is ineluctable, and we ought to decline your request in canceling the charge.

As a solution, we would be able to help you by offering you a room in a smoking area [alternatively, "a hotel with a friendly policy towards smokers"].

Yours sincerely,

[name]

[hotel name]

[full signature]

A letter to customers who are smoking in a non-smoking room?

I want to write a letter to a customer who smoked in a non-smoking room to inform the customer that he will be charged a cleaning fee. I have tried: I tried to write it but don't know how!

Advertisement

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Writing Email to Employee informing that his request was rejected?

One employee requesting for "Work from Home". What should be the email content that it was rejected? Please tell. Regards.

Advertisement

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to draft a reply to a customer?

How to draft a reply to a customer who is repeatedly mailing without considering Terms and Conditions. I have tried: Customer has purchased a product for which the Warranty has already expired and we are ready to service at a nominal charge but the customer is not accepting. I think it was caused by: Customer has got the problem in product due to Usage

Was this helpful? Yes | No | I need help

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

The above questions are from the following wiki...
Politely Decline a Letter of Request Formally

More questions and answers

One of our clients has requested a service which we do not offer, how to write to them about it?

We are an education consulting company, one of our clients has asked for training a group of people, but we do not have such expertise, kindly help me in drafting a letter

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to refuse customer when our price is already high?

We offered our customer a price of tires but it is high compared to the open market.

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How can I refuse a request of one of the Consultants to visit our office?

One of the consultants/sales people requested me to visit our operation for explaining their products. We had already purchased those items from another supplier and our manager have no interest in the visit of that person

Was this helpful? Yes | No | I need help

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to write a courteous letter stating that you have decided not to accept the marketing manager position for a bookshop?

How to write the letter for rejection for the post

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to write a leave rejection letter?

Can you please help me with above said.

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Write a reply letter expressing inability to give information to the customer?

Please explain with a sample letter sir please its very urgent please help me, sir

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

An e-commerce fashion portal Lyntra recently held a massive online sale. A customer named Guru bought a shirt from Lyntra during the sale. Lyntra clearly explains on their website that, in order to return any item, the price tag on the item should be left intact. However, Guru removes the price tag from the shirt and gifts it to his friend. But the shirt doesn't fit his friend and the friend wants a change of size. So, Guru writes to Lyntra to replace the shirt. You are the executive who should answer the customer. Write an email where you deny the replacement request, yet keep the customer interested in Lyntra?

Customer service denying the customer's requesting keeping hi interest in company

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to write a letter or waiver to my agency that I refuse to avail health insurance?

To write a letter or waiver of refusal. I have tried: In paying health insurance. I think it was caused by: The health insurance is too expensive

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Refusing a claim from an international customer?

My assignment is to write a letter to customer for refusing to refund or replace the valise but can repair that valise

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to write an e-mail and a negative letter to the staff denying the request of several employees to include non-employees on Weyerman's intramural sports teams?

In this case, taken me as director of Human resources at Weyerman Paper company I have to write a negative letter on denying staff members to include non-employees as I received an unusual request. Several employees asked that their spouse or friends be allowed to participate in the Weyerman intermural sports team. If nonemployees were to participate, my fear if that employee's interaction would be limited, although I am not sure if all employees would enjoy it. I am not interested in turning intramural into a date night. furthermore, the company would have to create many additional teams if many non-employees joined, and I don't want any administrative and equipment cost of more teams. adding teams also would require changes to team rosters and game schedule. this could create a problem for some employees. I do understand the importance of social time with families and friends, but guests are welcome as spectators at all intermural games. Also, the company already sponsors a family holiday party and an annual company picnic. so in this I just want a negative letter denying their request but in a very good manner including these points so they don't feel bad about it and understand what I want to convey. Thanks, Simran

Was this helpful? Yes | No | I need help

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Comments

VisiHow welcomes all comments. If you do not want to be anonymous, register or log in. It is free.




Timbuktu
Premier Author
109 Articles Started
584 Article Edits
13,465 Points
Timbuktu is a premier author with VisiHow. Timbuktu has achieved the level of "Gunnery Sergeant" with 13,465 points. Timbuktu has started 109 articles (including this one) and has also made 584 article edits. 1,814,000 people have read Timbuktu's article contributions.
Timbuktu's Message Board
Timbuktu: Hi, my name is Timbuktu.
Timbuktu: Can I help you with your problem about "How do I deny a customer's request for a hotel room charge"?
 

Article Info

Categories : Writing

Recent edits by: rhecar, Maria, Mansoor Shaik

Share this Article:

Thanks to all authors for creating a page that has been read 452 times.

Do you have a question not answered in this article?
Click here to ask one of the writers of this article
x

Thank Our Volunteer Authors.

Would you like to give back to the community by fixing a spelling mistake? Yes | No