Graduate > Additional Correspondence > Declining an Offer

GRADUATE STUDENTS

Declining an Offer of Employment

Declining an offer is a delicate matter. Doing so requires tact and brevity. Whether declining due to another acceptance, or to analysis of factors that has resulted in a "not the right position at this time" conclusion, the reality may be that the job seeker may wish to retain a good image with the employer on the chance that another position in the future might be desirable, or, in a limited number of cases, that this decline causes this employer to make a better offer immediately. Professionalism is key in all such dealings!

Regardless of the situation, the letter should open with a thank you for the offer, then offer a straightforward, one-sentence statement of the decline. Information about another offer accepted, or explanations of the various other factors that resulted in the decision, really add little at this point and may damage the writer's image. A further thank you for professionalism shown throughout the recent selection process is certainly appropriate. Finally, for all of its awkwardness, this is a letter which must be written if goodwill is to be maintained between likely professional colleagues.

Here is one example of declining a job offer:

12 Forman Street
Syracuse, NY 13210
January 31, 2XXX

Mr. Michael J. Brodle
Director of Personnel
Martin & Weaver
100 State Street
Albany, NY 12000

Dear Mr. Brodle:

Thank you for your letter of January 11, offering me a postion as a staff accountant with Martin & Weaver.

After careful consideration, I have decided to accept an offer from another public accounting firm. This was a most difficult decision to make as I was very impressed with Martin & Weaver and with the professionalism with which you carried out our interviews and my visit. I am sure I will look forward to forming relationships with fellow accountants from M&W when those opportunities arise.

Again, thank you for the offer of employment. I wish you continued success in your recruiting efforts.

Sincerely,

William J. Bradley

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