Richard Anderson
1234, West 67 Street
Carlisle, MA 01741
Cell:-(123)-456 7890.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear Riachard Anderson,
I have just recently been informed that your account executives have arranged for a meeting with our housekeeping head this Friday. I apologize, but there must be some kind of mistake since we already have an agreement with one company to manage the housekeeping operations in our hotel. Our contract is good for one year. After such time, we would be more than willing to look at you proposal. Again, we are sorry for any trouble this might have caused you.
Sincerely,
Oey joe