4 Sample Letters for Declining a Job Offer: Examples & Tips
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Sometimes, declining a job offer is necessary when it’s not the right fit. Learn how to write a job offer rejection letter that respectfully shares your choice without burning any bridges.
Here’s how to write a job offer rejection letter that won’t rub a recruiter the wrong way.
4 tips for writing a job offer rejection letter
For straightforward ways to decline a job offer, consider the following tips. Above all, remain polite and choose your words carefully. Being friendly to the employer keeps the door open for future opportunities!
1. Be prompt.
Avoid waiting to decline a job offer. Your prompt rejection gives the company more time to find another candidate. Do so when you’re sure you won’t accept a role. Waiting is acceptable if you’re deciding between options.
2. Show appreciation.
Express gratitude when rejecting a job offer. After all, this decision may have been a tough choice or required the hiring manager’s time and emotion. So, be thankful for the interview and the time they spent considering you. You never know when your paths might cross again.
3. Give a good reason.
Avoid negativity by explaining why you’re rejecting the position in your letter. Instead, focus on the positives, such as “I’ve found an opportunity more in line with my professional goals,” and wish the company success. If you lack a specific reason to offer, it’s OK to say it isn’t a good fit for you.
4. Keep It short and professional.
Recruiters can accept rejection. Be direct and to the point. State your primary reason for declining and then offer a simple thank you.
Want help formatting your letter? Check out our Cover Letter Generator. It can help with formatting details like font, margins and point sizes.
4 sample letters for declining a job offer
Use these sample letters for declining a job offer as a starting point to fill in your details. They’re broken down by scenario so you can find one that best fits your situation.
1. When it’s not a good fit
Maybe you like the company, but as you learned more about the job, it became apparent that it’s not a great fit. Make a brief mention of this and regretfully decline the offer.
Dear [Interviewer]:
Thank you for considering me for the [Job Title] position. After careful consideration, I’ve decided that this role is not quite the right fit for my personal and professional goals.
It was a pleasure to learn more about the excellent work you do at [Company]. I appreciate the time and consideration you gave my application, and I wish you success finding the perfect candidate!
If you have any questions, please let me know.
Best wishes,
[Your Name]
2. When you want better pay
Only some jobs can offer the compensation you want. Letting an employer know that pay was the dealbreaker may inspire them to reach out with another offer. See this sample letter for declining a job offer based on salary.
Dear [Interviewer],
Thank you for offering me the [Job Title] position. After carefully considering the compensation package outlined in your offer, I must regretfully decline. The salary needs to meet the financial requirements of my current situation.
However, it was a pleasure meeting you and learning about [Company Name]. I wish you continued success and hope we’ll stay in touch.
Again, thank you for your consideration. Please reach out if you have any questions.
Kind regards,
[Your Name]
3. When you find issue(s) with the company culture or reputation
Occasionally, the work environment, company culture or the company’s reputation can cause a candidate to decline a job offer. If something about the company doesn’t sit well with you, you may need to write a job offer rejection letter.
Dear [Interviewer],
Thank you for offering me the [Job Title] position with [Company]. I am honored by your confidence in hiring me. Unfortunately, I have accepted a position with another company that matches my current goals better.
Again, I appreciate the offer and your careful consideration. I wish you and your company continued success in all endeavors.
Best regards,
[Your Name]
4. Declining an offer after already accepting It
You may have accepted an offer for a job you were excited about, but then an even better opportunity arose, or your employer made you a generous counteroffer.
When this happens, try this sample letter declining a job offer.
Dear [Interviewer],
Thanks so much for offering me the [Job Title] position at [Company]. It was an honor and delight to earn your confidence.Unfortunately, after much thought, I have decided to turn down this job opportunity. I am sincerely sorry for any inconvenience this change may cause.
I wish you continued success and hope to remain in touch.
Kind regards,
[Your Name]
Pro tip: Whatever message best fits your situation, always remain positive and professional.
How to send a job offer rejection
While you may want to reject the offer by text or phone, it’s best to compose a formal email.
Your subject line should mention the job offer or position name. You could also include phrases like “thanks.”
Here are some sample declining a job email subject lines:
- Re: [Job title] position at [Company Name]
- Thanks for the [Job title] position offer!
- [Company name] [Job title] role
- Thanks for your time [Hiring Manager Name]!
Email is best because it leaves the hiring manager with a written record of your decision and maintains a lifeline for future communication.
However, there are two other ways you could decline a job offer:
1. Sending a text message:
You should only text to reject a job offer if the hiring manager has contacted you this way. Otherwise, a text is too informal.
2. Dropping off a hand-written rejection letter:
It’s better to give the company as much notice as possible. So, if you want to write an old-fashioned letter, it’s a good idea to deliver it by hand.
Remember, your job hunt isn’t over until you accept a new job!
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