Proper Job Rejection Letter sample


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How do I write a letter declining a job offer? How to draft a proper job rejection letter? Download this job rejection letter template now!


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How do I write a letter declining a job offer? How to draft a proper job rejection letter? Download this job rejection letter template now!

We support you and your company by providing this Job Rejection Letter HR template, which will help you to make a perfect one! This will save you or your HR department time, cost, and effort and help you to reach the next level of success in your work and business!

If you want to decline a job offer, for example, because the work requires you more traveling than you can accept, or due to salary, make sure that you are honest but also diplomatic. At some point in your career, you may have to decline an employment offer if the terms of employment or job description don’t fit your career objectives, personal requirements, or interests. Rejecting an offer should be done with care, making certain the employer understands you have carefully considered the offer. It is unnecessary to go into your reasons for declining the offer.

Never act on the thought that you no longer need to be particularly courteous since you won’t be working for this particular organization. People in every occupation have extensive networks; you never know when a thoughtless comment might come back to haunt you. In this type of letter, the bare bones should comprise:

  • Acknowledgment of the offer;
  • Sentence to show that you considered the offer;
  • Appreciation for the offer.

Proper Job Rejection Letter sample sentences:

  • Dear {{Name}}, 
  • Thank you for offering me the position of {{Job Position}} with {{Company}}.
  • I appreciate your willingness to discuss the details of the position with me and give me time to consider your offer. 
  • As I mentioned over the telephone, I regret that I have to decline the offer, I have been consistently impressed with {{Employer Name}} commitment to its customers and employees.
  • It was a difficult decision to make; however, I have accepted a position with another company.
  • You have a great organization, and many aspects of the position are very appealing. 
  • appreciate your consideration throughout the interview process and also enjoyed
  • learning more about {{Company}}.
  • However, I have had another offer with an organization closer to my hometown in {{Location}}. After much thought, I have decided to accept that offer, Again, thank you again for your offer, and I wish you the best in your future endeavors.
  • Thanks again for considering my abilities and allowing me to work with you.
  • Thanks again for taking the time to consider my candidacy. 
  • It was a pleasure meeting you and your staff.
  • Yours sincerely,

There are a few basic requirements for a letter to decline a job offer, which should contain the following:

  • Structured and written to highlight your strengths;
  • Brief, preferably one page in length;
  • Clean, error-free, and easy to read;
  • Immediately clear about your name and the position you were offered.
  • Always use action verbs to describe your accomplishments, skills, and strengths;
  • Make sure to use the active voice which indicates that you completed tasks and demonstrated desirable behaviors. Since the passive voice can indicate that events happened with or without your active involvement;
  • Using common business letter format;
  • No copying of exact words/phrases from sample letters without checking the context;
  • Uses the correct name of the organization;
  • Reason for rejection, for example: 
    • Due to Covid 19;
    • Due to personal reasons;
    • Due to salary;
    • Due to long commute;
    • Due to illness;
    • Due to the fact that you received a better offer from another company.
  • Contact information including his or her full name, appropriate title, address, phone number, and/or e-mail address.

This Job Rejection Letter has ways to grab your reader’s attention. It is drafted by HR professionals, intelligently structured, and easy-to-navigate through. 

Download this Human Resources Job Rejection Letter template that surely fits your needs or check out other rejection letter templates here.

Also interested in other HR templates? Browse through our database and have instant access to hundreds of free and premium HR documents, HR forms, HR agreements, etc


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