A short, courteous letter declining a job you have been offered. It costs nothing to send and it is the reason the same company will talk to you again in three years.
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The candidate’s written reply declining an offer that has been made to them.
A job offer rejection letter is a letter written by a person to decline a job that has been offered to them. It is drafted on plain paper, or sent by email, and signed by the person turning the offer down.
The content is brief and deliberately so: a thank you, a clear statement that the offer is being declined, and nothing that invites a negotiation you do not intend to have. A reason is optional and is usually better left general. "I have accepted another role" says everything that needs saying.
It matters more than its length suggests. Recruiters keep records, hiring managers move between companies, and the shortlist you were on is small. Declining well is the cheapest professional courtesy there is.
The recruiter or the hiring manager, by name, with the other copied in. A rejection sent to a careers inbox often reaches nobody.
The company is holding the role for you and has probably released the other candidates. A day matters here; a week is expensive for them.
Thank them, decline clearly, and leave the reason general. A long explanation reads as an opening to negotiate.
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No. A general reason, that you have accepted another role or that the timing does not work, is enough, and it is usually better than a detailed one.
Yes. An offer letter binds nobody until the employment begins, and a candidate may withdraw from it as a company may withdraw the offer.
Where you have signed something more than an offer letter, or where a joining bonus or a relocation has already been paid, tell us on the call: that is a different letter.
Email is normal and entirely acceptable. A signed letter is worth attaching where you had signed and returned the offer, so there is a matching document on the file.
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Short, courteous and drafted so the company will come back to you.
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