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How to write this recommendation letter: Explain in an inoffensive way that you cannot or would rather not write the letter. Express well wishes.You can politely and diplomatically decline the request without offending the person who asked you. The trick is to do so without making your refusal sound like a personal criticism or a professional rejection. Offer an honest assessment of her performance or behavior. Stick to facts and refrain from stating your opinions. Do not provide an incentive for a negative reference. Check Your Employee Handbook. If that doesn't work, tell him that you really need a letter with a DO signature on it. Quickly create your Refusal of Request for Letter of Recommendation Template - Download Word Template.