Sample letter or email to reject a job offer

Being offered a job after a stressful interview is usually a time of great excitement. But what if you decide afterwards that the job isn’t what you expected? Maybe you took a dislike to the interviewer? Perhaps the working conditions were not as described? Or maybe you were lucky enough to have attended two or even three interviews and are having to decide which offer you want to accept?

This leaves the problem of how to reject a job offer. This can be done by letter or email, but should always be done promptly and politely, after all you never know whether in the future you may want to apply for another job at this company. Ideally you should phone the interviewer directly, but failing that an email is a quick way to let them know so they can contact the next applicant without delay.

An email or letter to reject a job offer should contain the following:

  1. The title of the job concerned
  2. Thanks for the offer
  3. A sentence declining the job offer
  4. A reason why you are unable to accept (not compulsory)
  5. A closing sentence wishing them success in appointing another suitable candidate

 

Email or letter rejecting a job offer – Sample 1

(simple and to the point)

Dear [Interviewer’s name]

Thank you so much for offering me the position/job of [job title] after my interview on [date]. Unfortunately I must decline your offer.

I do hope that you are successful in finding the right applicant for the job and I wish you well in the future.

Yours Sincerely

[Your name]

Email or letter rejecting a job offer – Sample 2

(with more detail)

Dear [Interviewer’s name]

Thank you so much for offering me the position/job of [job title] after my interview on [date]. However, after careful consideration I have decided not to accept your offer at this time.

[Insert reason here if appropriate]

I am sure you will have no difficulty finding a suitable candidate in my place.

Yours Sincerely

[Your name]

Email or letter rejecting a job offer – Sample 3

(for when you would have liked the job but have to decline due to an unexpected reason)

Dear [Interviewer’s name]

I would like to thank you for offering me the position/job of [job title] after my interview on [date]. Unfortunately due to unforeseen circumstances I am unable to accept the post. I am extremely disappointed but hope that I may be in a position to apply for another vacancy at your organisation in the future.

I hope you will have no difficulty finding a suitable candidate in my place.

Yours Sincerely

[Your name]

Email or letter rejecting a job offer – Sample 4

Dear [Interviewer’s name]

Thank you for offering me the position/job of [job title] after my interview on [date].

Whilst I really appreciate your offer, I’m afraid I must decline it in this instance as [insert reason here – I was unaware you are shortly to be relocating your offices / the compensation package was not as desribed in the advert for the position etc]

I am sorry to cause you inconvenience, but hope you will have no difficulty finding a suitable candidate in my place.

Yours Sincerely

[Your name]