Refusal To Pay Letter Sample With Writing Tips [template]

Refusal To Pay Letter Sample – This article will show you letters of refusal to pay examples, which are used by someone who cannot or will not pay the debt for whatever reason. These refusal letters are important in the sense that, as debtors, it is important to know your rights if some debt collectors are forcing you to pay debt.

Additionally, in this article, we included writing tips, step-by-step guide, and examples of refusal letters such as refusal to decline a supplier or refusal to decline a salary increase request.

If you find yourself in a financial debt crisis, don’t stress out about trying to pay the bill. Use this refusal letter to pay sample, which is clear and concise, to let them know about your situation to come up with a better solution.

refusal to pay letter sample
Refusal to pay letter sample

What Is a Refusal Letter To Pay?

A refusal letter to pay is a formal letter which means the consumer will not pay the debt. Also, it is used so that consumers can explain the situation why they can’t pay the debt.

Why do we use Refusal To Pay Letters?

We use a letter of refusal to pay when the debt collector is demanding payment from the debtor. Additionally, when debt collectors or collection agencies refuse to accept your regular payment and demand a higher amount or the entire balance, you should send a letter explaining your situation.

Tips in writing a Refusal To Pay Letter

  • Write immediately or be punctual.
    – When writing a refusal to pay letter, write immediately or be punctual. It is important that we know and understand that the work of debt collector is not easy and it is hard.
  • Show appreciation and apology.
    – Show appreciation and an apology for refusing to pay the debt. It means not only not making the collector feel bad, but also acting in a polite and thoughtful way.
  • Choose your words carefully.
    – Provide a positive and worthwhile reason for writing the letter. You should not include any negative feedback or reason when writing the letter.
  • Get to the point or be brief.
    – Deliver the message of refusal at the beginning of your statement rather than placing it down. Show professionalism by stating the concern clearly with regard to the issue. Avoid saying inappropriate words like “negative observations.”
  • Include supporting documents.
    – If you see any discrepancy with regards to the situation or misleading charge, provide supporting documents as evidence of your claim.
  • Close the letter cautiously.
    – Leave a gentle note and mark it as a professional courtesy.
  • Proofread your letter.
    – It is important that we proofread what we write and make sure it is thorough before sending it.

How to write a Refusal To Pay Letter? Template

Time needed: 3 minutes.

Here is the step-by-step guide on how to write a refusal to pay letter.

  1. Write the sender’s information

    The first step in writing a refusal letter is to write the name and address at the top left corner of the letter.  Always leave 1 line of space blank before writing the next part of the letter.

    sender information for refusal to pay letter

  2. Write the Date

    Next to write a letter of refusal is to write the date at the top left corner of the letter.

    date for refusal to pay letter sample

  3. Write the receiver’s information

    The third step is to write the receiver’s information after the date.

    receiver's information for refusal to pay letter

  4. Write the salutation

    The fourth step is to write the salutation. When writing the salutation, you may start with “Dear” (e.g. Dear Mr./Mrs.), but if you want to be more formal use the word “To“. It is more polite to write the full name of the person to whom the letter is addressed.salutation letter of refusal to pay

  5. Write the body

    The fifth step is to write the body of the letter. Your letter should be polite and use the right words so that the person reading it can understand it easily. 
    body - example of refusal to pay letter

  6. Write the Closing salutation with your signature

    Lastly, write the closing part of the letter. For closing words, you can use SincerelyBest regards, etc. Then signature over the printed name of the sender’s name.

    closing salutation sample of refusal to pay letter

Feel free to download the refusal to pay letter example here.

Sample Letter of Refusal To Decline a Supplier

After the above steps on how to write a letter of refusal, I will give you a rejection letter sample to decline a supplier.



Dear [Sir/Madam]:

This letter is in response to your business proposal dated (insert date). Thank you for taking the time to submit a proposal to our company, (insert company name) and the management team is truly impressed with your well-crafted business proposal. However, we regret to inform you that your proposal did not pass to our company’s guidelines and standards.

The bid was awarded to another company named (insert another company's name) because they presented a more complete and comprehensive proposal. Furthermore, this company has been working with us for over a decade and provides a wide range of supplies that our company requires. Some of those items were not yet available in your organization.

Again, thank you for your time and effort. We are excited about the possibility of working with you in the future. Thank you very much.

If you have any questions and some clarifications needed, you can contact us at (insert contact details).



Sample Letter of Refusal To Decline Salary Increase Request

Also, here is the sample letter to decline salary increase request.


Dear Mr. or Ms. (insert employee’s last name):

I received your request for a raise from your base salary of (insert salary). You have been with the company for some time now, and we sincerely appreciate your efforts as (insert job title) in (insert company name). However, I regret to inform you that your request for a salary increase has been denied. The company is currently experiencing financial difficulties, and I am unable to increase your monthly salary without raising the salaries of the other employees.

We appreciate your hard work here. Thank you.



More Useful Refusal Letters

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