1. Address the letter properly

Ensure you address the letter to the hiring manager who offered you the job. Mentioning the offered job title here would make it easier for the hiring team to get the context quickly and take the next steps.

2. Send it in writing

It's always a good idea to send a written rejection letter after you politely turn down the position over the phone. It is a great way to maintain a positive relationship with the company or individual you're declining. It shows that you value their time and effort and are committed to maintaining respectful and courteous communication. In case future opportunities arise, it'll be helpful as it demonstrates your professionalism and reliability.

3. Choose an appropriate language

Choose your language carefully. When offering your explanation for rejecting the offer, do it with careful consideration. You can mention that you have accepted another position or are exploring other opportunities depending on your current or long-term career goals. An optional sentence about keeping in touch for future ventures is recommended.

4. Minimal information

It's often advisable to share minimal information in most situations without mentioning any specific reason. However, it's best to keep it factual and brief if you need to explain something after taking their time for multiple rounds of the interview process.

5. Include a gracious note

Balancing a piece of disappointing news with positive statements is crucial when informing about a job rejection. Include a polite note with your sincere appreciation (e.g., "It was a pleasure talking to you last Monday"). Also, make sure to express gratitude for the offer.

6. Decline the offer respectfully

When declining a job offer, using language that conveys your message and maintains the expected tone is vital. Focus on emphasizing that it was a difficult decision for you, but after much consideration, you respectfully decline the job offer.

Evaluating potential employees and recruiting them can be exhausting for organizations. Responding to every employer who contacts you is crucial, and your reply should be professional and polite. A simple phone call or letter can give them the certainty they need. It'll reflect well on you, and it may be helpful to remember that companies you reject today may be your future employers or colleagues. A courteous response now could be remembered positively in the future.

7. Provide timely response to the employers

Employers involved actively in the hiring process must fill critical positions immediately. Give them (and other potential candidates) the opportunity to move forward. Contact employers within one or two weeks of your interview, even if you haven't decided yet. Give a brief explanation about still reviewing various other offers in hand.

Use a professional job offer rejection letter template to create your documents

Drafting a comprehensive job offer rejection letter can put you in a dilemma when it comes to deciding how much information is too much while informing the employer. Along with imparting key details regarding rejecting a job, you should sound professional and polite. To help you out during such scenarios, it is good to resort to an online template. 

Use LegalZoom’s job offer rejection letter template to create your rejection letters easily and quickly. Start creating your letter document by using the template given at the top of the page, provide the needed details, complete the document, and download the letter in the .pdf file.

Additionally, LegalZoom provides other letter templates that you can check out to accept a job offer or resign from your existing job.

Frequently asked questions

What's a job offer rejection letter?

It is vital to be considerate when dealing with a company that has offered you a job. It can help you maintain a good relationship with the company and any individuals you may encounter again. If you have decided to decline the job offer for any reason, a job offer rejection letter is a professional and courteous way to turn down the offer.

What information is required to complete a job offer rejection letter?

Here's the information you'll need to have handy to complete your job offer rejection letter:

• Contact information: Have the name of the recipient of the letter ready and the company address
• Contact date: Know when you met someone at the company about the job
• Future opportunities: Decide if you'd like to stay in touch with the company for future opportunities

How to communicate with organizations to ensure business opportunities in the future?

Strive to make a positive impact in all your professional endeavors. To achieve success, it's essential to be thoughtful and considerate in your interactions. It is recommended to demonstrate such an outlook while communicating with companies in your field, establishing a tone of mutual respect, and laying the foundation for potential future business relationships.