How to write a letter declining a job offer (with examples)

Declining a job offer can be a delicate task. Here's what to include, along with example job offer rejection letters for different scenarios.


Author:Mary Peace

When it comes to job hunting, it's not uncommon for candidates to receive multiple job offers at the same time. While this may seem like a great problem to have, it can also be a difficult decision to make. Sometimes, it's necessary to decline a job offer, whether it be because a better opportunity arises or because the job doesn't align with your goals and values.

Declining a job offer can be a delicate task, as you want to be respectful and professional while also being honest and clear about your decision. In this article, we will provide tips for writing a rejection letter for a job offer, what to include in a job offer rejection letter, and sample job offer rejection letters for different scenarios.

Tips For Writing A Rejection Letter For A Job Offer

Writing a rejection letter for a job offer can be tricky as it necessitates finding a balance between being candid and considerate, while also showing respect. To aid you in creating a professional and effective letter, here are some tips:

- Be Prompt: Respond to the job offer as soon as possible, ideally within 24-48 hours. This shows that you are respectful of the employer's time and that you have given the offer careful consideration.

- Be Honest: It is also important to be honest and clear about why you are declining the offer. If the position is not a good fit for your skills or career goals, it is better to be upfront about it rather than give false reasons.

- Be Polite: Express your appreciation for the opportunity and for the employer's time and consideration. This will help maintain a positive relationship and keep the door open for future opportunities.

- Be specific: If possible, mention specific details about the position or company that you liked or appreciated. This will show that you have given the offer careful consideration and that you are genuinely interested in the company.

- Be professional: Make sure your letter is well-written and free of errors. Use a professional tone and format, and include your contact information in case the employer has any further questions or would like to stay in touch.

Remember that your goal is not only to decline the offer but also to maintain a positive relationship with the employer for future opportunities.

What To Include In A Job Offer Rejection Letter

A job offer rejection letter should include certain information to ensure that the recipient understands your decision and that the relationship between you and the company remains cordial.

1. Statement Of Gratitude

Begin the letter by expressing your appreciation for the offer and the time that the employer took to interview you and consider you for the position. A simple statement such as "Thank you for offering me the opportunity to join your team as [position]" can go a long way in showing your respect for the employer and their time.

2. Clearly State Your Decision

Make it clear in the letter that you are declining the offer. This can be done in a simple sentence such as "I regret to inform you that I will not be accepting the job offer." This leaves no room for confusion and ensures that the employer is aware of your decision.

3. Provide A Reason ( if appropriate)

If you feel comfortable sharing the reason for your decision, it can be helpful to do so in a respectful and professional manner. For example, if you have accepted another job offer, you can say “ I have accepted another opportunity that aligns more closely with my career goals.”

4. Mention Future Opportunities

If you would like to keep the door open for future opportunities, you can mention this in your letter. You can say something like “ I would like to thank you for conjuring me for the position and I would be honored to be considered for any future opportunities that may arise.

5. End On A Positive Note

End the letter by wishing the employer and the company success. A simple statement such as “ I wish your company continued success and growth” can leave a positive impression and help to maintain a good relationship with the employer.

Sample Job Offer Rejection Letters

Scenario 1: You have Accepted A Better Offer

Dear [Hiring Manager],

I am writing to express my sincerest gratitude for the opportunity to be considered for the [position] role at [company]. I was incredibly impressed with the level of professionalism and attention to detail demonstrated throughout the hiring process, and it was an honor to be considered for such a highly sought-after position.

However, after careful consideration, I have decided to accept a different job offer that more closely aligns with my long-term career goals. I want to assure you that this decision was not made lightly, as the opportunity to work with such a highly respected and accomplished team at [company] was truly appealing to me.

I would like to take this opportunity to extend my best wishes to the company and to the team that I had the pleasure of meeting during the hiring process. I have no doubt that [company] will continue to achieve great success in the future and I am honored to have been considered as a potential member of the team.

Please do not hesitate to contact me for any future opportunities, as I would be more than happy to stay in touch. I would like to thank you once again for your time and consideration, and I wish you all the best in your future endeavors.


[Your Name]

Scenario 2: The Job Isn’t The Right Fit For You

Dear [Employer's Name],

I am writing to express my deepest appreciation for the opportunity to join [company] as [position]. The interview process was an incredibly enlightening experience for me, as it allowed me to gain a deeper understanding of your company's culture, values, and mission.

I was particularly struck by the passion and dedication of the team members I had the privilege of meeting, and I can confidently say that [company] is one of the most impressive organizations I have had the pleasure of interacting with.

However, after careful thought and consideration, I have come to the difficult decision that this particular opportunity is not the right fit for me at this time. I understand that this may cause some inconvenience, and for that, I apologize. Rest assured that this decision was not an easy one to make, and it was reached only after much contemplation.

I wish you and the entire team at [company] continued success and growth in the future. Your commitment to excellence is truly inspiring, and I have no doubt that the company will continue to flourish under your leadership. If you require any further information or assistance, please do not hesitate to contact me.

With warm regards,

[Your Name]


In summary, declining a job offer requires tact and professionalism. It is crucial to be honest and clear about your decision, while also being respectful. By utilizing the tips, sample letters, and templates provided, you can compose a rejection letter that preserves a positive relationship with the employer.