You may decide to allow some customers to open lines of credit with your company. Not all of your customers, however, will be eligible to maintain accounts with your company. Sometimes you must inform a customer that he or she is not qualified to be given a charge account. This is a delicate matter and must be handled appropriately in order to retain the customer.

Company
Street Address
City, State, Zip

Addressee
Street Address
City, State, Zip

Dear ______________,

Thank you for your recent order and your application for a line of credit with our company. When determining customers’ eligibility to open charge accounts, we fully investigate each applicant, and we must always follow company policy.

We have reviewed your references and the other information provided on your application. Based on the findings of our credit review process, we cannot justify opening an account for you. If you believe that our decision is unwarranted, then please feel free to contact us so that we may give you further details about our decision. We will still process and deliver your order after payment is received. Your credit application will remain on file, and you may reapply at any time.

Very truly yours,