(1 ) Avoid a negative or uncertain conclusion—there's no need to refer to, repeat, or apologize for the bad news. (2 ) Manage future correspondence. Don't encourage additional communication unless you're willing to discuss your decision in more detail. (3 ) Be optimistic about the future instead of anticipating problems with statements such as, "Should you have any further problems, please let me know." (4 ) Be sincere, avoiding meaningless clichés.