A rebuttal letter is a formal bulletin that indicates the ideas, arguments, and the terms of a rebuttal. You will need this kind of letter for the following purposes;
- To counter any unfounded allegations
- To request for a refund after the purchase of fake items
- In a court, respond to any false allegations proceeding among others
In case, if you have get in touched with people or transacted businesses of various kinds then you have surely yourself in a situation where you have to deny or repudiate a certain stance. That is what rebuttal usually involves.
Table of Contents
Format of a rebuttal letter:
Basically, a rebuttal letter includes the following elements;
Name of the addressed
The person whom you are writing the letter is known as the addressed. Addressed is the person whom you have a dispute with. You would like to set the records straight with the addressed. Moreover, the addressed may be a trader, teacher, lawyer, friend, employer, etc.
For the sake of easy future reference, all written communications have to be dated. Therefore, it is important to include the date on the letter. Also, the date has to truly show the actual time and day you wrote the letter.
Main body is the most important part of this letter. To counter the initial allegations or accusations, it includes the arguments that you are putting forth. Most importantly, you have to be concise and courteous throughout. Any variance from this standard may give rise to undesirable consequences.
Your name and signature
At the bottom of the letter, you have to write your name. This proofs that you authored the letter and therefore in agreement with its contents. In between your name and the closing remarks, you have to affix your signature.
How to write a rebuttal letter?
There are some things that you have to consider while drafting the letter;
In the first paragraph of the letter, you have to introduce yourself. You have to make a connection among you and the person you are addressing. For example, if you are addressing the letter to your tutor then remind him of who you are. This way, he gets the point much faster than he would. At the same time, it also removes unnecessary ambiguities.
In the second paragraph of the letter, you should officially reject the decision reached beforehand. This then, becomes an official complaints of the service or a repudiation of an earlier assertion. To back up your allegations or stance, you have to provide tangible proof and evidence.
Lastly, in the final paragraph, you have to state a formal request in pursuance to the problems you had identified earlier. In this way, you may get a refund, a reconsideration of an earlier stance, or a review of the decision altogether. In the end, sign the letter and date it.
Guidelines for writing a rebuttal letter:
- You have to be always polite and professional. If you present your point in an open and amicable way then your employer will be more receptive to your point of view.
- Indicates the points that you disagree with. Your employer surely wants to know where the inconsistencies in their evaluation and your opinion lie.
- You should provide solid visible evidence because your employer doesn’t only want to hear why you feel that way, they want to see it. By providing evidence, there is little chance that they can do to dispute your argument.
- In the closing, provide a brief summary of your rebuttal. You have to ensure that your key points are driven home.
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In conclusion, a rebuttal letter should be written in a professional tone and you have to get right to the point. You should make sure that your message is concise and clear. It should contain all they key points that a typical letter should include.