So, you got a job offer but you need to turn it down? That’s where a “Sample Letter To Decline A Job Offer” comes in handy. It’s a polite way to say “no, thank you”. You might need it if you’ve accepted another position or the job isn’t the right fit anymore.
We know writing this kind of letter can be tricky. You want to be professional, but also clear. That’s why we’re here to help.
In this article, we’ll give you some sample letters. These examples will make saying “no” a lot easier. Just pick one, tweak it, and send it off.
Sample Letter To Decline A Job Offer
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]
Dear [Hiring Manager Name],
Thank you very much for offering me the position of [Job Title] at [Company Name]. I sincerely appreciate you taking the time to interview me and explain the details of the role. I enjoyed learning more about your company and team.
After careful consideration, I have decided to decline the offer. This was not an easy decision, but I have accepted a position that is a better fit for my career goals at this time.
I wish you and [Company Name] all the best, and I hope our paths may cross again in the future.
Sincerely,
[Your Name]
How to Write Sample Letter To Decline a Job Offer
Subject Line: Be Forthright and Concise
- Begin with a clear subject line. “Job Offer Decline – [Your Name]” is usually sufficient.
- Don’t obfuscate. Clarity prevents any lingering hope on their part.
Salutation: Maintain Professional Courtesy
- Address the hiring manager by name if you know it (e.g., “Dear Ms. Johnson,”). If not, “Dear Hiring Team,” will suffice.
- Avoid casual greetings like “Hi” or “Hello.”
Express Gratitude: Acknowledge the Opportunity
- Start by thanking them for the job offer. Something like, “Thank you very much for offering me the position of [Job Title] at [Company Name],” works well.
- Show sincerity. Acknowledge their time and consideration.
Decline Explicitly: State Your Decision Clearly
- Use direct language. “I am writing to respectfully decline the offer” leaves no room for misinterpretation.
- Avoid ambiguous phasing. Be unambiguous.
Provide a Reason (Optional but Recommended): Tact and Professionalism are Key
- You are not obligated to provide a reason, but doing so can maintain goodwill.
- Keep it brief and professional. “I have accepted another position that is a better fit for my career aspirations at this time” is a safe bet. Alternatively, “After careful deliberation, I have decided that this opportunity is not the right fit for me at this juncture” also works.
- Avoid disparaging the company or role.
Express Continued Interest (Optional): Leave the Door Open
- If you genuinely admire the company, you can express continued interest in future opportunities.
- A phrase like, “I am very impressed with [Company Name] and would welcome the chance to collaborate on future projects,” can be beneficial.
- Only proffer this if you genuinely mean it. Insincerity is easily detected.
Closing: End on a Positive Note
- Use a professional closing like “Sincerely,” or “Best regards,” followed by your name.
- Thank them one last time for their time and consideration.
- Proofread meticulously before sending. A polished letter reflects positively on you, even in declination.
Frequently Asked Questions: Declining a Job Offer
Navigating a job offer requires careful consideration. This FAQ provides guidance on how to professionally decline a job offer while maintaining positive relationships.
Why is it important to decline a job offer politely?
Declining politely preserves your professional reputation and leaves the door open for future opportunities with the company.
What information should be included in a job offer declination letter?
Express your gratitude for the offer, state your decision to decline, and briefly explain your reason without being overly specific.
How soon after receiving the offer should I respond?
Respond as promptly as possible, ideally within one to two days, to allow the company to move forward with other candidates.
Is it necessary to provide a detailed explanation for declining the offer?
A brief, general reason is sufficient. Avoid sharing overly personal or negative details about the company or the role.
What if I want to express interest in future opportunities at the company?
You can briefly state your continued interest in the company and its work, expressing hope for potential collaborations in the future.
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