Reject Offer Letter Email Sample: Politely Decline Job Offers
Source www.myxxgirl.com
Writing a properly worded email to reject an offer is an essential skill for job seekers, one that can leave a positive lasting impression on the employer and preserve future networking opportunities. A rejection email should always be polite, professional, and timely.
Reject Offer Letter Email Structure
Opening
Begin the email with a warm and professional greeting, acknowledging the candidate’s interest and application.
Thank You and Appreciation
Express gratitude for the candidate’s time and effort in the interview process. Highlight their qualifications and strengths.
Rejection Statement
Clearly state that the company has decided not to proceed with an offer for the position. Be polite and direct.
Reasons (Optional)
- If appropriate, provide brief and specific reasons for the rejection. This can help the candidate understand areas for improvement.
Note: Use discretion and avoid providing overly-critical or sensitive information.
Feedback
| Type of Feedback | Appropriateness |
|---|---|
| Positive affirmations on specific skills or qualifications | Appropriate |
| General encouragement and well wishes | Appropriate |
| Direct criticism or negative feedback | Not generally appropriate |
Tip: Keep feedback brief, constructive, and focused on the candidate’s potential for future success.
Call to Action
- If applicable, invite the candidate to stay connected or consider other opportunities within the company.
Note: This is optional and should only be offered if the candidate has exceptional qualifications or a strong fit for the company.
Closing
End the email with a polite and professional closing, thanking the candidate once more for their interest and wishing them well in their career.
7 Reject Offer Letter Email Samples for Different Reasons
Regret to Inform You: Position No Longer Available
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name]. We appreciate the time you invested in our hiring process.
After careful consideration, we have decided to withdraw the offer extended to you. Unfortunately, due to unforeseen circumstances, the position is no longer available.
We understand that this news may be disappointing, and we apologize for any inconvenience it may cause. We wish you all the best in your future job search.
Position Filled by a More Suited Candidate
Dear [Candidate Name],
Thank you for your application for the [Position Name] position at [Company Name]. We were impressed with your qualifications and experience.
After thoughtful consideration, we have decided to extend an offer to a candidate whose skills and experience more closely align with the specific requirements of the role.
We appreciate your time and interest, and we wish you the best of luck in your job search.
Candidate’s Salary Expectations Exceeding Budget
Dear [Candidate Name],
Thank you for your recent interview for the [Position Name] position at [Company Name]. We were very impressed with your qualifications and presentation.
Unfortunately, your salary expectations currently exceed our budget for this position. We are not able to offer you the compensation you requested.
We appreciate your time and interest, and we wish you the best in your future job search.
Candidate’s Start Date Not Compatible with Company’s Needs
Dear [Candidate Name],
Thank you for your application for the [Position Name] position at [Company Name]. We were particularly impressed with your [specific qualification or experience].
However, your expected start date is later than the immediate start date that we require for this role. As we have urgent staffing needs, we must fill the position as soon as possible.
We appreciate your interest, and we wish you the best in your job search.
Candidate’s Qualifications Do Not Meet Job Requirements
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name]. We appreciate you taking the time to apply.
After careful review of your application materials, we have determined that your qualifications do not fully meet the requirements of this role.
We wish you all the best in your job search, and we encourage you to apply for future positions that may be a better fit for your skills and experience.
Candidate’s Reference Check Results Not Satisfactory
Dear [Candidate Name],
Thank you for your recent interview for the [Position Name] position at [Company Name]. We appreciated meeting with you and learning more about your qualifications.
Unfortunately, after conducting reference checks, we have decided to withdraw our offer. The feedback we received did not fully align with our expectations for the role.
We wish you all the best in your job search.
Candidate Withdrew from Consideration
Dear [Candidate Name],
We received notice that you have withdrawn your application for the [Position Name] position at [Company Name]. We understand and respect your decision.
We thank you for considering our company and wish you all the best in your job search.
What to Include in a Reject Offer Letter Email Sample?
The subject of a reject offer letter email is to inform the candidate that they have not been selected for the position. The email should be brief, professional, and polite.
Subject: Rejection of Job Offer for [Position Name]
Body:
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name]. We received your application and were impressed with your qualifications and experience.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the requirements of this role.
We appreciate you taking the time to apply and wish you all the best in your job search.
Sincerely,
[Your Name]
Welp, that’s about it for your rejection letter email template. If you found this letter helpful, I’m stoked! Thanks for hanging out with me. If you need a little more rejection letter help in the future, be sure to swing by again. I’m always down to lend a helping hand. Until then, stay awesome!