Decline Request Letter Template for Indonesia

The Decline Request Letter is an essential business communication tool used in Indonesian corporate and legal contexts when an organization needs to formally reject a request, proposal, or application. This document type is particularly important in Indonesia's business environment, where formal written communication is highly valued and often required for record-keeping purposes. The letter must be drafted in accordance with Indonesian business practices and legal requirements, particularly considering the Indonesian Civil Code (KUHPerdata) and relevant business communication regulations. A well-crafted Decline Request Letter should balance clarity and professionalism while preserving business relationships, typically including the decision, reasoning, and any alternative suggestions if applicable. It serves both as a formal response and a legal record of the decision-making process.

1. Letter Header: Complete business letterhead including company name, address, contact information, and date

2. Recipient Details: Full name, title, company name, and complete address of the recipient

3. Reference Line: Reference to the original request or proposal, including relevant dates and reference numbers

4. Subject Line: Clear and specific subject line indicating the nature of the letter

5. Salutation: Formal greeting addressing the recipient appropriately

6. Acknowledgment: Polite acknowledgment of receiving the original request

7. Decline Statement: Clear and direct statement of decline, presented professionally and respectfully

8. Explanation: Brief but clear explanation of the reasons for declining

9. Closing: Professional closing statement maintaining good business relations

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