Purpose Statement: This letter from a hotel in Amsterdam replys to a man's request to bring his 500 clams with him for his stay, informing him that it will not be possible in as polite a way as possible.
Dear Ted L. Nancy,
We have received your letter requesting three rooms from June 18-29 of this year for your 500 clams. We prioritize all of our guests' comfort and are glad you reached out to us! We take all requests and complaints seriously and will do everything we can to ensure that we make your experience with us the best possible.
We have read and considered your letter and looked into company policies regarding pets and animals. According to Section 3496, the only animals we allow in our rooms are small fish in a single, enclosed tank. Please refer to the full company policy here to learn more about what constitutes a "fish," and the limitations therein.
Unfortunately, this means we cannot allow clams to stay in our rooms. While we appreciate the lengths you have gone to make it as sanitary as possible, it would not only break policy but make it uncomfortable for our cleaning staff and other guests staying here at that time, along with presenting various health issues and possibly breaking Item 105 in the Health Code. We trust you understand and thank you for understanding and complying with our policy.
While we cannot house your clams, we would be happy to host you and any (human) friends you bring along for those same nights in June! We wish you the best of luck with your production AMSTERCLAM and thank you for wanting to stay with us while here in Amsterdam.
Sincerely,
The Amstel Hotel Management Team
I like the specificity on why you can't allow the clams. It feels like it takes the blame off of you and puts it on the system, which might be easier to deal with if you thought Nancy might get upset by the refusal. I also thought it was nice that you invited him to stay without the clams.
Hi Clara! This is super well done! I feel like if I received this letter, I would feel valued even though it is a bad news letter. You brought a lightheartedness that is really wonderful in this letter.
Hi, Clara! This is such a great response. One part that I think your did exceptionally well was providing context in the beginning of your letter. I too, reiterated the dates he was planning on staying at the hotel because that is one aspect of his request that can be granted. Your reasonings and explanation are very clear and professional. This is difficult to do when giving a negative response but your made it look so simple. Wonderful job!
Clara, well done on your response. I liked all the different elements that you brought into it, but the most important part is that you hit all the different parts of the refusal letter perfectly. I saw a clear distinction between them and in the end you came up with a very professional, clear and concise letter of refusal. Good job!
Hey Clara! I loved this response! I thought the tone of the letter was great, and you used strong, active and clear negative language while also keeping a helpful/considerate tone, which I thought came across really professionally!