Letter declining a job offer politely
Who wrote it
Hany Mostafa, a mechanical engineer in Alexandria, had two offers. He accepted the one in his field and declines the other.
The writer and every detail about them are fictional.
What went into the template
- Your answer
- Decline politely
- Who made the offer
- Ms Nermeen Farouk, HR Manager, Delta Pumps
- The role and the terms
- Mechanical Design Engineer, 18,000 EGP a month, starting 1 February
- Details to confirm, or a short reason
- Accepted a role focused on HVAC systems, the area I have worked towards since my graduation project; enjoyed meeting the design team and seeing the test rig in their workshop
The writer’s facts, as typed into the template’s form. The example uses nothing else.
The example
Accept or decline a job offer: Declining an offer
Numbered notes in the margin explain each choice.
Dear Ms Farouk,
Greeting
Thank you for offering me the position of Mechanical Design Engineer at Delta Pumps. After careful thought, I have decided to decline it1.
The decision
Note 1: The answer is in the first paragraph. The company can call its next candidate the same day.
I have accepted a role that focuses on HVAC systems, the area I have been working towards since my graduation project2. It was not an easy choice, because I enjoyed meeting your design team and seeing the test rig in your workshop3.
A short reason, and specific warmth
Note 2: The reason is about his direction, not about the company’s salary or location, so nothing is criticised.
Note 3: One specific memory from the visit makes the thanks sound real.
I hope our paths cross again4, and I would be glad to stay in touch.
Keeping the door open
Note 4: Industries are small. A gracious no often leads to a later yes.
Kind regards,
Hany Mostafa
Structure
How it is built
Each part in order, with its share of the words.
Checklist
Before you send
Go through your own draft line by line.
Before and after
Common mistakes and how to fix them
Lines like these turn up in many drafts by Arabic speakers. Each fix keeps the meaning and changes only the English.
Unfortunately I cannot accept your offer because the salary is low and the company is too far from my home.
After careful thought, I have decided to decline it.
I am so sorry, please forgive me for refusing.
Thank you for offering me the position of Mechanical Design Engineer at Delta Pumps.
I will think about it and tell you later.
After careful thought, I have decided to decline it.
Questions people ask
Do I have to give a reason for declining a job offer?
No. A short, honest reason about your own direction is polite, as here; criticism of the offer is not. “I have accepted another role” is enough on its own.
Should I decline by phone or by email?
If you spoke to the hiring manager often, a short call followed by this email is warmest. Otherwise, an email like this one is normal and leaves a clear record.
Can I decline an offer I already accepted?
It happens, but do it as early as possible, by phone and then in writing, with a sincere apology. Check your contract for notice terms first.
Every writer in this library is fictional, and so is every detail about them. Universities and companies appear only as places someone applies to; the professors, papers and facts mentioned around them are invented for teaching. Use the examples to learn the moves, never as text to copy: committees notice, and your own facts are stronger.