How to Write an Effective Job Refusal Letter

Today, the ability to write a thoughtful and well-crafted job refusal letter is an essential skill for every professional. Join us in this insightful blog post from Recruitery, as we guide you through the art of crafting a job refusal letter that not only conveys your decision with professionalism but also leaves the door open for potential future opportunities. Mastering this skill is not just about saying "no," but about building and nurturing lasting relationships in the world of work.

Is Sending a Job Refusal Letter Necessary?

why do you need to send a job refusal email? 

Sending a job refusal letter is a tactful and professional action when you want to decline an offer from a particular company. By sending a letter, you express appreciation and gratitude to the company for their time and opportunity. 

This not only maintains a positive relationship but also potentially paves the way for future collaborations. Additionally, it helps you avoid the inconvenience of being contacted again by the company to inquire about your decision.

The Right Time to Say No

The ideal time to send a job refusal letter is immediately after you've made the decision not to work for that company. It's best to send the letter within 24 hours of receiving the job offer or at least before the company's next workday commences. Prolonging the process can make the company feel that their time and resources were wasted. 

It's also important to send letters to all the companies you interviewed with but chose not to work for, to prevent misunderstandings and missed opportunities.

What is a Job Refusal Letter?

the definition of job refusal letter 

A job refusal letter is a form of correspondence exchanged between the candidate and the company when the candidate decides not to accept an offer from the company. This letter can be sent via email, fax, or as a printed document. 

Its purpose is to inform the company about the candidate's decision to decline the job offer, provide a reason for the decision, and express thanks and appreciation.

How to Write an Effective Job Refusal Letter

ways to write job refusal letter 

To compose an effective job refusal letter, follow these principles:


The subject of the letter should clearly state your name, the position you applied for, and the phrase "Job Rejection Letter." 

For example: "Nguyen Van A - Sales Employee Job Rejection Letter."


The body of the letter should comprise three main sections: introduction, rejection, and conclusion.

  • Introduction: Greet the recipient by name, mention their position, and specify the company's name. Reiterate the position you applied for and the company's job offer.
  • Rejection: Clearly and concisely communicate your decision to decline their job offer.
  • Conclusion: Express gratitude and appreciation to the company for the opportunity to interview and extend the job offer.

Give Reasons

In this section, provide clear reasons for your decision not to work at that company. For example, mention that the role or salary doesn't align with your career goals, you have other professional plans, or personal circumstances that prevent you from accepting the position. Be honest and objective in expressing your reasons, avoiding criticism of the company or interviewer.

Leave the Door Open for Future Opportunities

You should express your interest in staying in touch with the company as well as favorable conditions arise in the future. Finally, you extend well wishes for the company's continued success and growth.

How to Refuse Over the Phone

In addition to written letters, you can also decline job offers over the phone. This direct approach requires careful preparation and appropriate conduct. Consider these points when refusing a job offer via phone:

  • Choose an appropriate time for the call; avoid early or late hours, or busy company times.
  • Speak with the individual with decision-making authority; don't leave messages for others.
  • Be polite and appreciative, thanking the company for the invitation and the interview opportunity.
  • Clearly state the reasons for your refusal, avoiding vague or evasive language.
  • Leave the door open for future contact if possible, and conclude the call amicably, wishing the company success.

How to Opt Out via Email

Sending a job refusal letter through email is another convenient method. Ensure professionalism by adhering to these rules:

  • Send the email promptly, without unnecessary delay.
  • Choose a clear and concise subject line, e.g., "Job Rejection Letter for ABC Company."
  • Compose the email in a formal letter format, including a salutation, expression of gratitude, rationale for rejection, and a concluding statement.
  • Proofread the email for spelling and grammar, avoiding errors that could affect your reputation.

Sample Job Refusal Letters

Before sending a job refusal letter, keep in mind the following points:

  • Send the letter promptly to avoid impeding the company's hiring process.
  • Express gratitude to the employer for their interest and the job offer.
  • Clearly state the reasons for turning down the job without delving into excessive detail.
  • Maintain respect and admiration for the employer and the company.
  • Leave the door open for potential future collaboration if possible.

Here are some sample job refusal letters for various situations.

english job refusal letter 



In conclusion, this blog post has aimed to equip workers with the knowledge and skills to effectively compose a job refusal letter. Understanding the nuances of crafting a polite and professional job refusal letter is an important aspect of maintaining positive relationships within the professional world.

Recruitery hopes that this article has served as a valuable resource, offering you the guidance and confidence needed to navigate the delicate process of writing a job refusal letter.