GUIDELINES
- Thank and appreciate the employer for the job offer.
- Say positive things about the company.
- State your refusal of and express regret for declining the job offer.
- You may or may not elaborate on the reason for refusing the offer.
- Include your good wishes for the company.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to thank you for offering me a position in your reputable company. I certainly appreciate the proposal, especially that I have so much respect for what you have done so far in the business.
After a thorough consideration, I regret to inform you that I will have to decline your offer. The encouraging career opportunities that you presented are very inviting.
However, I have already accepted another opening that is more in line with my career goals.
I enjoyed our meeting, and I have nothing but good wishes for your company.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Job refusal letter.
Further things to consider when writing refusal letters to human resources
Refusal Letters
Refusal letters are letters written to give a negative response to a job offer or invitation. The main purpose of refusal letters is to notify the recipients of your decision to decline. Whether it is a job offer you don't want to accept or a wedding that you don't want to attend, the recipient deserves to know your decision. Writing a refusal letter will be the best way to inform him/her of this decision. A refusal letter should be sent early enough so that the recipient has enough time to extend the job offer or invitation to someone else.
The objective of refusal letters is to say no and to provide reasons for the decline. Open the letter with a genuine appreciation of the recipient for the opportunity he/she had given to you. Express your heartfelt regret and explain the reasons why you are declining the job offer or invitation. Be polite and sincere and treat this as a chance to build good will. Offer alternative sources that the recipient can appeal to with better chances of success. Close the letter by saying how sorry you are and express good wishes for the recipient's success elsewhere.
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.
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