Letter Of Refusal Template for Belgium

The Letter of Refusal is a critical business communication tool used in Belgian business contexts to formally decline applications, proposals, or requests. This document type must adhere to Belgian civil law requirements and language legislation, which varies by region (Dutch in Flanders, French in Wallonia, and either in Brussels-Capital). The Letter of Refusal should include clear identification of all parties, the specific matter being refused, objective reasoning for the decision, and any applicable appeal processes or alternative options. It must be drafted to avoid discriminatory language while providing sufficient justification for the rejection, as required by Belgian anti-discrimination laws. The document serves both as a communication tool and a legal record, potentially important for future reference or in case of disputes. Given Belgium's strict business communication requirements, the letter must maintain professional courtesy while ensuring all necessary legal elements are properly addressed.

1. Letterhead and Date: Official company letterhead including full legal name, address, and contact details, plus the date of the letter

2. Recipient Details: Full name and address of the recipient, including any relevant reference numbers

3. Subject Line: Clear indication of the matter being refused (e.g., 'Re: Application Reference [Number]')

4. Acknowledgment: Recognition of the received request/application and appreciation for their interest

5. Decision Statement: Clear and unambiguous statement of refusal

6. Explanation: Professional and objective explanation of the reasons for refusal

7. Future Possibilities: If applicable, information about potential future opportunities or alternative options

8. Closing: Professional closing statement, signature block, and contact information