A rebuttal letter is a formally written communique that expresses the ideas, arguments, and the terms of a rebuttal. You will need this kind of letter to counter any unfounded allegations, request for a refund after the purchase of fake items and respond to any false allegations in a court proceeding among others.
If you have interacted with people or transacted businesses of various kinds, chances are that from time to time, you have found yourself in a situation where you have to deny or repudiate a particular stance. This is what rebuttal basically entails.
How Do You Format a Rebuttal Letter?
A typical rebuttal letter contains the following issues:
Name of the Addressed
The addressed is the person whom you are writing the letter to. It is this person whom you have a dispute with and whom you would like to set the records straight. This person could be a trader, teacher, lawyer, friend, or employer, to mention but a few!
All written communications have to be dated for the sake of easy future reference. This is why it is imperative that you include the date on the letter. Needless to say, the date has to truly reflect the actual time and day you wrote the letter.
This is the most important portion of the letter. It is this portion that contains the arguments that you are putting forth to counter the initial allegations or accusations. It is necessary to be concise and courteous throughout. Any deviation from this standard may often inflict undesirable consequences.
Your Name and Signature
Lastly, you have to write your name underneath the letter. This is proof that you are the one who authored the letter and are hence in agreement with its contents. You also have to append your signature in between your name and the closing remarks.
How Do You Write a Rebuttal Letter?
While drafting the letter, there are some things you have to care about. In the first paragraph of the letter, you have to identify yourself. You have to draw a connection between the person you are addressing and you.
For instance, if you are addressing your tutor, remind him of who you are and how the two of you are related. This will let him ‘get the point’ much faster than he would. It also eliminates unnecessary ambiguities given that he handles many students at a time and may hence not be in the position to recall you in person.
In the second paragraph of the letter, you have to officially deny the decision reached beforehand. This could take the forms of official complaints of the service or a repudiation of an earlier assertion. While at it, you have to provide tangible proof and evidence to back up your allegations or stance.
Lastly, in the final paragraph, you have to lodge a formal request in pursuance to the issues you had identified earlier. This could take the forms of a refund, a reconsideration of an earlier stance, or a review of the decision altogether. Finish the letter by signing and dating it.
Sample Rebuttal Letters
The following are samples of the various rebuttal letters in vogue today:
Sample Academic Rebuttal Letter
P.O BOX 1234,
Date ()Dear Mrs. Diane Holloway,RE: ACADEMIC REBUTTAL LETTERAs you are aware, I submitted my research proposal to you a while ago. You declined to admit the proposal on the grounds that the topics I covered were hackneyed and to some extent plagiarized. You went on to advise me to pick an alternative topic and generate only original content.
I went back to the sources of information I had utilized to draft the proposal. I also looked keenly at the contents I had generated and came to the conclusion that your allegations were to some extent unfounded. In the course of my revisions, I never came across any watertight evidence to back up your allegations.
I, therefore, suggest that we hold a joint meeting to deliberate on the issue one-on-one. This way, it will be possible to understand my side of the story and to also iron out any ambiguities. In the meantime, you may consider furnishing me with more information for further clarification.
Sample Rebuttal Letter to Your Employer
32 Airport North Road,
Date ()Dear Sir,RE: EMPLOYMENT REBUTTAL LETTERI received and appreciate your evaluation of my performance in your company for the past one year. However, I have several reservations to make as regards that particular evaluation. I am not entirely in agreement with the fact that, according to you, I was the worst performing employee.
This is informed by two main reasons. First and foremost, it appears you overlooked the fact that I was sick and out of work for a whopping 3 months! This definitely must have had a bearing on my overall performance. You also seem to have forgotten that I held brief for my colleague for much of last year. I just could not perform optimally in my station as a result of this.
In light of these, I plead that you consider revising the evaluations and make the necessary adjustments. This I believe shall settle this dispute once and for all. I also hope to experience a surge in my ranking as a result of these.
Sample Legal Rebuttal Letter
51 Melbourne Avenue,
Date ()Dear Magistrate,RE: REBUTTAL OF THE PROSECUTION CLAIMSI was imprisoned wrongfully for allegedly participating in committing a felony. The felony in question is child trafficking, an act that is not only prohibited but also serious under the existing laws. At the time of my indictment, I was unable to prove that I was not part of the ring.
I hereby submit my proof. The prosecution seemed to have mistaken my identity. I do not reside in the address supplied by the prosecution, neither have I associated with ‘my co-accused’ in any shape or form. A sworn affidavit by those so-called ‘co-accused’ to this end is hereby attached.
I cannot deny the fact that those crimes were committed. My only issue with the indictment is the fact that I was wrongfully implicated. I hope you will drop the charges against me and institute a parole. In case of any issues, or if you need any further evidence kindly let me know.
Sample Rebuttal Letter for Charge back
11 Minnesota Street,
Date ()Dear Madam,RE: REQUEST FOR A CHARGE BACKI purchased some groceries from you one week ago via the online delivery service. I was assured of their quality before they were dispatched to me. However, upon opening their packaging, I realized that that assurance was as farther away from the truth as can be.
Half of the groceries had developed rots. A good number of the other half had already started discoloring. I just could not risk cooking them as that would have ended up poisoning my food. I have therefore seen it wise to return them to you. I have attached samples of them in a bag here for you to see.
I humbly request you to refund me fully the amount of money I had paid you. That arrangement is by all means the fairest option as the liability is seriously not on my part. I did all that I could to forestall the likelihood of such an issue arising.
Rebuttal Letter Templates
In the event that you should need to write a rebuttal letter to your employer, you will want to make sure that your message is clear, concise, and professional. To ensure that you come across in this tone, it is advisable to consider using a Rebuttal Letter Template. Below you will find several useful tips for writing rebuttal letters, as well as the benefits of using a rebuttal letter template.
Tips for Writing a Rebuttal Letter
- Always be polite and professional. Remember, that even though you may be in disagreement with your employer, they will be more receptive to your point of view if you present your point in an open and amicable way.
- Specifically address the points that you disagree with. Your employer will need to know exactly where the discrepancies in their evaluation and your opinion lie.
- Provide Evidence. If you are in disagreement with your employer, they don’t only want to hear why you feel that way, they want to see it. If you provide solid visible evidence, there is little that they can do to dispute your argument.
- Close with a brief summary of your rebuttal. You want to make sure that your key points are driven home.
Why Should You Use Rebuttal Letter Templates?
- Rebuttal Templates are already written in a professional tone. If you are concerned that you will come across brash or condescending in your wording a template will help you avoid those downfalls.
- Rebuttal templates are concise. You don’t want to be too wordy, templates can help you get right to the point.
- Rebuttal templates hit all they key points that a typical letter should include, so you won’t have to worry about leaving out any important information.
- Rebuttal templates already have a well-written opening and conclusion, which at often times can be the most difficult part of the letter to write.
You are now good to go! Indeed our discussions above, as well as the supporting sample rebuttal letters, have offered you more than enough guidance to help you to get started successfully. You want others to enjoy similar advantages, don’t you? Go ahead and share this information with them too!