- Politely apologize for declining the offer.
- You may or may not provide the reason for rejecting the offer.
- Say something positive about the company.
- End the letter on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I write this letter in response to the job offer you have given me. While I appreciate the opportunity you have presented, I am sorry to tell you but I cannot accept the offer.
I am honored to have met you and your team, but I have been offered another job that suits my long-term goals better.
Thank you for considering me for the position. Good luck in your future endeavors.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter for declining a job offer.
Further things to consider when writing job offer letters to human resources
Job Offer Letters
Job offer letters are formal letters sent from a hiring company to selected job candidates to confirm that the candidates have been offered the positions officially. A job offer letter usually comes after a candidate has successfully completed an interview. The letter confirms the employment's offer details such as the job's description, salary, allowances, work schedule, paid time off, the date the employment starts, etc. If a candidate chooses to accept the job offer, he/she signs and returns the letter as an official and formal confirmation of acceptance of the position.
Job offer letters kick off the employment relationship on a positive note. Say as much as possible about the offered position and its responsibilities. Clearly state the salary, mode of payment, and the frequency of payment. Briefly describe the benefits and allowances offered by the company such as housing, health, transport, etc. Be specific about dates and time. For instance, mention the employment start date and time, when you want the signed offer letter returned, the length of the probationary period, etc. Name other relevant documents the candidate is supposed to provide or sign before he/she starts working. Conclude on a note of anticipation of a positive response.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.