What Is a Decline Job Offer Letter?
A decline offer letter is a written message you send to an employer to decline a job offer politely. This letter can help you communicate your decision clearly while also maintaining a positive relationship with the employer.
You can write the decline letter by hand or send it to the company by email. Sending a decline letter can not only provide clarification on why you can’t accept the job offer, but also help the employer understand how they can improve their future recruiting efforts. Employment in the US is “at-will“, so you aren’t legally bound to accept or continue with a job offer that doesn’t align with your needs, as long as you haven’t signed a legally binding contract.
When to Use a Decline Offer Letter?
It can be difficult to turn down a job offer. Sending a quick decline job offer letter, however, is still better than not responding to it at all. Even sending a short message can show respect for your employer and give you the chance to express gratitude and appreciation. This can reflect well on you as a professional and help you build a good reputation. It can also open new doors for future connections and opportunities.
You may use a decline offer letter to reject a job offer for many reasons, including:
- The role or company is not a good fit. You may feel that the company culture or expectations do not align with your values or expectations.
- The job doesn’t pay enough. You may have different salary expectations than what you’re being offered.
- You’ve accepted another job offer. Another position may be a better fit, and you may choose to pursue that opportunity instead.
- The schedule or location does not work for you. You may have to decline the job offer due to the location being too far away.
- You’ve decided to stay at your current job. Perhaps the timing wasn’t right for you, and you’d like to stay at your current job.
- The offer doesn’t align with your career goals. The role may not offer the growth opportunities you were expecting.
In some cases, a decline offer letter can also encourage your employer to respond with an adjusted offer. For example, a revised offer with a higher salary and better benefits.
How to Politely Decline a Job Offer
When declining a job offer, it is crucial to remember that the organization spent time and effort to recruit and select you for the position.
A decline job offer letter helps you effectively communicate your decision while acknowledging their efforts. Take the following steps to decline a job offer politely.
Step 1 – Respond Quickly
You should respond to the job offer as soon as you know your decision. Responding promptly can also help the employer move forward with other candidates. You can keep the message simple. Thank them for the offer and the time they spent reviewing your application and meeting with you. Even a short acknowledgment can go a long way in showing that you valued the opportunity and their effort.
Step 2 – Clearly Decline the Offer
State your decision in a direct but polite manner. If you have a reason why you are turning down the offer, you can mention that briefly. If you don’t have a reason, you don’t need to explain why you are declining, but a short, neutral statement can still be helpful. You can keep the tone positive and focused on your decision rather than any negatives about the role itself.
Step 3 – Stay Professional and Keep the Door Open
Let the employer know that you value the connection and appreciate the chance to learn more about their team. If appropriate, let them know you are happy to stay in touch. You can do this through social media, professional online platforms, or email. A periodic message or email to chat can keep you at the forefront of the hiring team’s thoughts. If future positions more aligned with your needs arise, they may be more likely to contact you.
Step 4 – Recommend Someone Else (Optional)
As a show of good faith, you can also recommend another qualified professional who may be a good fit. You can choose to refer them instead. This is optional, but it can be a thoughtful gesture and may strengthen your professional relationship with the employer.
Keep your message short, polite, and appreciative. A simple, thoughtful note helps you protect your reputation, leave a good impression, and give the hiring team a clear, respectful close to the process.
How to Write a Letter Declining a Job Offer
Your decline offer letter doesn’t need to be long and complex. You can keep it short, polite, and as brief as you like. Here’s what you should include:
- Contact information: Your name, email address, and phone number.
- Employer details: The hiring manager’s name, title, and the company name.
- A polite greeting: Use a personalized greeting that is relevant to the recipient.
- A brief note of appreciation: Thank them for the offer and their time.
- An optional short reason: Keep it general and focused on your goals or needs.
- A professional closing: Add a simple sign-off and your signatures.
You can save time and create a free decline job offer letter with Legal Templates. Simply answer a few questions using our step-by-step form, and download the completed letter as a PDF or Word document, ready to send.
Sample Letter Declining a Job Offer
Take a look at the decline offer letter template below. This decline offer letter sample shows you how to format your message, thank the employer, and clearly share your decision in a professional manner. Once you’re ready, follow our step-by-step questionnaire to customize and download your letter in PDF or Word format.
