Declining an Offer

by Kim Isaacs, MA, CPRW, NCRW
Monster Resume Expert 

With unemployment reaching record highs, many job seekers feel lucky to receive any job offer.  But whether the compensation is too low, the location is inconvenient or the job isn't the right fit, sometimes you just need to say, "No thanks."

In a stress-filled job search, it's tempting to verbally turn down an offer and skip writing a letter, but it's more professional to write a formal letter to decline the offer.  Keep these four tips in mind as you write your letter:

Be Prompt.

As soon as you've made your decision, call the hiring manager and write your letter declining the offer.  The company will need to offer the position to someone else, and you don't want to hold up the process.

Be Courteous.

Your letter should be professional and courteous.  You may be turning down this position, but you might want to be considered for future opportunities. Savvy job seekers use every possible chance to network, so thank each person with whom you interviewed and wish them and their company continued success.

Be Diplomatic.

If you've received another, more generous offer, avoid mentioning the details of the position you're accepting.  Let the hiring manager know that you were impressed by the company and carefully considered the offer, but you are accepting a position that better suits your career objectives.

Be Concise.

This is not the place to tout your credentials and career accomplishments.  The company already realizes your value, so keep your letter short and sweet.

Sample Letters for Declining a Job Offer

Example 1:

May 21, 2002

Catherine Harper
Operations Manager
A Company
50 Corporate Plaza
Boston, MA 01234

Dear Ms. Harper:

Thank you very much for offering me the assistant manager position. After careful consideration, I regret that I must decline your offer. Although you were most encouraging in outlining future advancement possibilities within A Company, I have accepted another opportunity that is more in line with my skills and career goals.

I enjoyed meeting you and the rest of your team.  You have been most kind and gracious throughout the interview process, and I only wish that circumstances allowed me to accept your offer.

With best wishes for your continued success, I am

Sincerely yours,

Tom Greenwood

Example 2:

May 21, 2002

Ernie Schulman
Director of Human Resources
X Company
50 State Street
Doylestown, PA 18901

Dear Mr. Schulman:

Thank you for offering me the assistant manager position.  Regretfully, I must decline your offer since I have just accepted a position with another firm.  While I was very interested in the opportunity and working with your team, the position I accepted is better matched to my credentials and career aspirations.

Thanks again for taking the time to meet with me and for the generous employment offer.  I am impressed by your company's goals, mission and commitment to quality and service, and wish you and your colleagues much continued success.  I hope that we meet again in the future.

Best regards,

Tom Greenwood