A Decline letter is written by an individual who does not wish to accept the job offer. A decline letter is a polite way to inform the other party that you are not able to take up the offer for some reason or other. Apologies should be recorded to leave a good impression on the recipient. A Decline Letter should be written as soon as the decision to decline the application or offer has been taken. Even though a request has been declined for genuine reasons, the letter should not sound insulting or humiliating to the reader. It is the reader’s right to know the reason why the request has been declined, so the Decline Letter must state that reason.
The date on the letter must be mentioned so that the reader is aware when was the decision taken/communicated. A Decline Letter is born only after a request has been conceived, so that request must always be referred to in the letter. A Decline Letter should be to the point. A lengthy letter looses its entity and focus. It should preferably be typed for an official effect. A Decline Letter should never sound as if all future doors have been closed on the applicant. There should always be scope for a new request later. The letter should always end with a regret to sympathize with the reader.
The following is a Sample of a Decline Letter.
29 Meagan Drive,
Oakland, ME 04963
David A. Cline,
TRK Management Services,
2074 St Jean Baptiste St,
Hebertville Station, QC G0W 1T0
Subject: Decline on Job Offer
Dear Mr. Cline,
Thank you for your job offer of Management Trainee at your esteemed organization. I sincerely appreciate you extending the offer and your interest in hiring me. I am delighted to be selected for the post. However, I regret to announce that I have to decline your kind offer as I have committed to another posting. It was a difficult decision to make, but, I have accepted a position with another company. Because of this, I am sorry to say that I will have to decline your generous offer.
Please accept my sincere apologies that I did not exercise more patience to wait for your offer as I had wanted to be trained in the management arena, having studied in the Business discipline. But with the uncertain economy, I committed to the first offer that came along.
Nevertheless, I wish you and your esteemed company all the best, and I hope that I shall have another opportunity to work at TRK Management Services one day soon.
I sincerely appreciate you taking the time to interview me and to share information on the opportunity and your company. I want to reiterate that I truly appreciate the offer, and regret that I will not be able to join the company at this time
Thank you for your kind understanding.