Refuse Offer Letter Email Template: Crafting a Professional and Courteous Response
Source envivo.perueduca.edu.pe
A refusal of an offer letter consists of an email from a candidate to a recruiter or hiring manager that communicates declining an offer of employment. The email includes statements of reasons for declining and usually expresses gratitude to the company and understanding for the consideration given to the candidate.
How to Write a Clear and Polite Refuse Offer Letter Email
When you need to reject a job candidate, it’s important to do so in a professional and respectful way. A well-written refuse offer letter email can help you maintain a positive relationship with the candidate and leave a good impression of your company.
Structure of a Refuse Offer Letter Email
The following is a suggested structure for a refuse offer letter email:
1. Start with a formal greeting.
For example: “Dear [Candidate’s Name],”
2. Express your gratitude for the candidate’s interest.
For example: “Thank you for taking the time to interview with us for the position of [Position Name]. We appreciate your interest in our company.”
3. State that you have decided to move forward with other candidates.
For example: “After careful consideration, we have decided to move forward with other candidates whose qualifications more closely align with the specific requirements of the role.”
4. Offer feedback (optional).
If you have any specific feedback that you believe would be helpful to the candidate, you may include it in this section. However, be sure to be constructive and respectful.
5. Wish the candidate well in their future endeavors.
For example: “We wish you all the best in your job search and future career.”
6. Close with a formal sign-off.
For example: “Sincerely,”
7. Include your name and title.
Example Refuse Offer Letter Email
| Section | Example Text |
|---|---|
| Greeting | Dear [Candidate’s Name], |
| Gratitude | Thank you for taking the time to interview with us for the position of [Position Name]. We appreciate your interest in our company. |
| Rejection | After careful consideration, we have decided to move forward with other candidates whose qualifications more closely align with the specific requirements of the role. |
| Feedback | While your experience and qualifications were impressive, we felt that your skillset was not an exact match for the technical requirements of this particular position. |
| Well wishes | We wish you all the best in your job search and future career. |
| Sign-off | Sincerely, |
Refuse Offer Letter Email Examples
Regret to Inform You
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name]. We appreciate you taking the time to meet with us and share your experiences and qualifications.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience align more closely with our current needs for this role.
We wish you all the best in your job search and appreciate your understanding.
Position No Longer Available
Dear [Candidate Name],
We regret to inform you that the [Position Name] position for which you applied is no longer available due to unforeseen circumstances.
We apologize for any inconvenience this may cause and thank you for your interest in [Company Name].
Candidate Not a Suitable Fit
Dear [Candidate Name],
Thank you for your application for the [Position Name] position at [Company Name].
While we appreciate your interest and qualifications, we have determined that your experience and skills do not fully align with the requirements of this role.
We wish you success in your job search and thank you for your time and consideration.
Company Decides Not to Hire
Dear [Candidate Name],
Thank you for your application and interview for the [Position Name] position at [Company Name].
After careful consideration, we have decided to not move forward with hiring at this time. We appreciate your interest and the time you took to meet with us.
Candidate Withdraws Application
Dear [Candidate Name],
We received your request to withdraw your application for the [Position Name] position at [Company Name].
We understand that you may have found another opportunity that better suits your career goals. We appreciate your interest in our company and wish you all the best in your job search.
Candidate Underqualified
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
While we appreciate your qualifications and experience, we believe that you are underqualified for this particular role. We wish you all the best in your job search and thank you for your time.
Position Filled Internally
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
After careful consideration, we have decided to fill this position internally with a candidate from our own team. We appreciate your interest and the time you took to interview with us.
What should you include in a "refuse offer letter" email?
A "refuse offer letter" email is an email you send to a potential employer to inform them that you will not be accepting their job offer. It is important to be polite and professional in your email, and to clearly state your reasons for not accepting the offer.
Here are some things you should include in your email:
Subject: Politely decline the job offer
- Start by expressing your gratitude for the job offer.
- Clearly state that you will not be accepting the offer.
- Briefly explain your reasons for not accepting the offer.
- Thank the employer for their time and consideration.
- End the email with a polite sign-off.
Here is an example of a "refuse offer letter" email:
Subject: Politely decline the job offer
Dear [Hiring Manager Name],
I am writing to express my gratitude for the job offer for the [Position Name] position at [Company Name]. I was very impressed with the company and the position, and I appreciate you taking the time to consider my application.
After careful consideration, I have decided to decline your offer. I have accepted another position that is a better fit for my current career goals.
I wish you all the best in your search for a qualified candidate.
Sincerely,
[Your Name]
Well, that covers most of the steps involved in declining a job offer via email. Remember to be polite, professional, and appreciative. You never know when your paths might cross again in the future.
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