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Job Offer Decline Letter

Polite letter declining a job offer, with thanks, a brief reason and an open door for the future.

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Job Offer Decline Letter - sample

Alex Morgan
+44 7700 900123

Date: 06/10/2026

To
____________

Subject: Declining the offer of ____________

Dear Sir or Madam,

Thank you very much for offering me the position of ____________ at ____________, and for the time you and your team spent with me during the process.

After careful thought, I have decided to decline the offer. I have accepted another role that fits my career plan. This was a difficult decision, as I was impressed by the team and the work.

I appreciate your confidence in me and wish you every success in finding the right person. I hope our paths will cross again.

Yours sincerely,


Alex Morgan

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Job Offer Decline Letter

Declining graciously keeps the door open. Reply promptly, thank them and keep the reason short.

When to use it

  • Verification, references and offers
  • Flexible work and returns from leave
  • Grievances and negotiations

How to write Job Offer Decline Letter

  1. Address the letter to the person who can act on it and quote any reference number.
  2. State the request or the decision in the first paragraph, then the facts and dates.
  3. Attach supporting papers and keep an acknowledged copy.
  4. Follow up politely if you have no reply within the time you stated.

Attach with it

  • Employment contract extract
  • ID or payslip where asked

Common mistakes

  • Missing dates
  • No acknowledgement

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Job Offer Decline Letter

  1. Fill in the form: Your full name, Your address, Phone, Hiring manager / HR, Company, Position offered.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Employment letters & forms →

FAQ

What is the best way to submit an employment letter?

Hand it over or e-mail it, and ask for an acknowledgement. Keep a copy with the date.

Who should sign an employment letter?

The employer's authorised signatory for letters from the company, and the employee for requests.

Is this Job Offer Decline Letter template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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