Job Offer Rejection Letter Template

A job offer rejection letter is a formal document written by a candidate to inform an employer that they will not be accepting a job offer. It expresses appreciation for the opportunity while clearly communicating the decision to decline.

This letter maintains professionalism and keeps communication transparent. It also helps preserve a positive relationship with the employer, which can be valuable if a better-suited opportunity arises in the future. Even when declining, a polite and considerate message leaves a strong professional impression.

A rejection letter allows both parties to close the hiring process on good terms. It gives the employer clarity to proceed with other candidates and shows respect for the time invested in interviews and discussions.

For the candidate, it reflects professionalism and emotional intelligence. Writing a brief, sincere letter demonstrates integrity and appreciation for the opportunity, which can strengthen your reputation within the industry.

A professional job offer rejection letter usually includes:

• A statement of appreciation for the offer
• A clear message declining the position
• A brief, optional reason for the decision
• A closing note wishing the company success

You should send your rejection letter as soon as you have made your decision to decline. Prompt response shows respect for the employer’s process and helps maintain a professional relationship.

It’s not required, but you can include a short reason if you’re comfortable. A simple explanation such as “I’ve accepted another opportunity” or “The role doesn’t align with my current goals” is enough.

Yes. As long as you decline politely and maintain good communication, you can reapply in the future. Many employers appreciate honesty and professionalism, and a thoughtful rejection letter keeps the door open.