A Policy Explanation and Denial of Request letter is something you’ll use more often than you think.
You should make it a point to make sure all of your customers are aware of your policies whenever possible to minimize the “extra work” of dealing with case by case situations.
However, no matter how often you remind your customers of these guidelines, you will always have people who claim they are unaware of the policy, or request an exception.
When this happens, have this letter on hand.
You can quickly fill in the details, attach the policy and send it out!
While we wish that we could accommodate your request, it has been a long standing policy of this company to sell direct and not through wholesalers.
We certainly appreciate the interest you have shown in our products, and wish you well in your enterprise. Should our policy change, we will keep your name on file, and notify you of our intentions.
Again, thank you for your kind thoughts of our company.