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Politely Decline a Letter of Request Formally

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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 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.

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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.

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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.

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

Your 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!

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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.

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How to draft a reply to customer?

How to draft a reply to 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 charges but customer is not accepting. I think it was caused by: Customer has got the problem in product due to Usage

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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?

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

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How to write a leave rejection letter?

Can you please help me with above said.

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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

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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

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

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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

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Recent edits by: Maria, Mansoor Shaik, kayalbavi

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