How to Write Job Offer Regrets

Send a courteous letter of regret to decline a job offer.

If your job search is successful and you receive more than one employment offer, you should promptly notify the employer whose offer you are declining. This is a courtesy to the employer, as it allows him to extend the offer to someone else. You might notify the employer by telephone, but it is still advisable to write a letter in which you regretfully decline the job offer. This shows your professionalism and leaves the door open for further communication with the employer should you later be looking for work again.

Instructions

1. Use a block letter style in which all text is justified to the left margin. At the top of the letter, type your return address by placing the street address on one line and your city, state and zip code on the next line. Double space and type the date.

2. Type the address of the recipient 1 inch below the date. Place the name of the individual who offered the job on the first line of the recipient's address. On the next line, type the individual's job title, capitalizing the first letter of each word, such as "Office Manager." On the following line, type the name of the company. On the next line type the street address and on the next line type the city, state and zip code of the recipient.

3. Double space and type the salutation addressing the letter recipient with the appropriate professional or personal title such as "Dr.," "Mr." or "Ms.," if known. If you are unsure of the recipient's gender or title, use the full name of the recipient. The salutation begins with "Dear" followed by the recipient's professional or personal title, name and a colon. For example: "Dear Dr. Nelson:." Double space after the salutation.

4. Write a paragraph of thanks and regret. In the first sentence thank the employer for offering you a position, mentioning the specific title of the position. Write a sentence stating that with regret you must decline the offer. Write a sentence indicating that you have taken a position with another company. You do not need to mention the name of the company whose offer you accepted or any reason why you chose that offer. Double space at the end of the paragraph.

5. Write a second paragraph identifying one or two positive things about the company whose offer you are declining. For example, you might write a sentence stating that you enjoyed meeting the employer and members of his staff. You might also identify something about the company that impressed you, such as their goals. Extend your best wishes to the employer and indicate your desire to keep in touch or meet again someday. You may close the paragraph by again expressing your thanks to the employer for his time and consideration. Double space at the end of the paragraph. Type "Sincerely" followed by a comma. Double space twice and type your name. Proofread and print your letter. Include your hand-written signature between "Sincerely" and your typed name.

References

• Columbia University Center for Career Education: Finding a Job -- Accepting and Declining Offers
• Duke University School of Law Career Center: Communicating with Potential Employers
• Mount Holyoke College: Declining a Job Offer
• Purdue Online Writing Lab: Writing the Basic Business Letter: Parts of a Business Letter