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A Declination Letter is an essential business communication tool used in the Philippine business environment to formally reject or decline various types of proposals, applications, or requests. This document type is crucial when organizations need to communicate negative decisions professionally while maintaining good business relationships and complying with Philippine laws and regulations. The letter must be drafted in accordance with the Civil Code of the Philippines and other relevant legislation, particularly when handling personal information under the Data Privacy Act of 2012. It's commonly used in various contexts, including job application rejections, business proposal declinations, vendor selection processes, and loan application rejections. The content typically includes acknowledgment of the received request, clear communication of the declination decision, brief explanation when appropriate, and professional closing remarks. The document serves both as a communication tool and a record of the decision, often requiring careful consideration of legal implications and business relationships.

1. Letterhead and Date: Company letterhead with complete contact information and current date

2. Recipient Information: Complete name and address of the recipient

3. Salutation: Formal greeting addressing the recipient appropriately

4. Acknowledgment: Recognition of the application/proposal/request received

5. Main Message: Clear and direct statement of declination with a brief, professional explanation

6. Expression of Gratitude: Thank the recipient for their time and interest

7. Closing and Signature: Professional closing, signature block with name and title of the sender