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Sample letter declining an offer for services

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Sample letter declining an offer for services
November 10, 2018 Anniversary Wishes 5 comments

SAMPLE DECLINE LETTER. «Name». «Title». «Organization». «Address1 However, the proposal was not funded. This action is not, of course, a reflection on.

It’s tricky.

 

They made a good offer, but you have to refuse.

 

You’ve got better options. (Or you learned the company is shady.)

 

But—

 

You might need that job later.

 

You must know how to turn down a job offer without burning bridges.

 

Take heart. People do it all the time and come out clean as whistles.

 

This guide will show you:

 

  • How to turn down a job offer with a professional answer.
  • How to reject a job offer when you already said yes to another.
  • When declining a job offer can get you a higher salary (and when it can’t).
  • How to politely decline a job offer you already accepted (with examples).

 

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1

How to Decline a Job Offer [Step-by-Step Instruction]

 

Congratulations.

 

You’ve got better options.

 

Now: how to turn down a job offer without making enemies?

 

Follow these simple tips:

 

Declining a Job Offer in 6 Easy Steps

 

  1. Do it by phone. It’s the best way to decline a job offer.
  2. Can’t do phone? Send an email.
  3. Declining a job offer won’t burn a bridge.
  4. Thank them for offering.
  5. Give a nonspecific reason.
  6. Ask to stay in touch after you decline the job.

Here’s what it looks like in practice:

 

Declining a Job Offer Sample

 

 

Need an example of how to reject a job in an email? Here you go:

 

Turning Down a Job Offer Email Example

 

Again, the phone is your friend when rejecting a job offer. Why? It’s warmer.

 

But if you have to use an email:

 

Dear Ms. Caliphan,

 

Thank you so much for the offer to work as a Cloudwallop software engineer. I very much enjoyed meeting both you and the development team last week.

 

Sadly, I’ll have to decline, since the position isn’t a fit with my current career goals.

 

I wish you the best in your search for the perfect candidate. I’m cheered by the possibility of working at your company in the future. Would you be open to connecting on LinkedIn so we can keep in touch?

 

Best regards,

 

Paula Moniz

 

That’s the perfect job offer rejection letter. You’ll disappoint the hiring team, but they’ll respect you.

 

Need to know how to decline a job offer after accepting another job? What if you’ve already accepted this job? Or you want more money? Those are next.

 

Pro Tip: Don’t wait! You should decline job offers you don’t want right away. Just make sure the ink is dry on your other offer first so you don’t have to go crawling back.

 

Are you writing a job decline letter because you’re wondering, “What job should I have?” See our guide: What Career Is Right for Me? What Job Should I Have? How to Choose

 

2

How to Turn Down a Job Offer if You Said Yes to Another

 

It’s the best of both worlds.

 

You got two offers. The choice was tough, but you made it.

 

Now it’s time to have “the talk.”

 

Here’s how:

 

  1. Be quick.
  2. Thank them for their time and offer.
  3. Explain that you have a better option.
  4. Ask to stay in touch.

 

Pretty simple, right?

 

Use this example as your guide:

 

How to Decline a Job Offer After Accepting Another

 

Dear Ms. Finelli,

 

I wanted to thank you for the offer to work as a graphic designer at Shibula Designs. You have a great team and some exciting projects. 

 

Unfortunately, I’ve decided to decline the offer, since I’ve accepted a position with a different firm.

 

I hope you find the perfect candidate fast. I’d like to keep the door open to working at Shibula in the future. Would it be okay to connect with you on LinkedIn?

 

Best regards,

 

Tommy Meyer

 

Clean and simple.

 

That how to decline a job offer but leave the door open example does it right.

 

Pro Tip: Declining a job offer is a lot easier if you treated the interview as an information-gathering session. Make sure to ask questions in every interview.

 

Did you decline the job offer? Why are you interested in this position? See our guide: Why Do You Want to Work Here? (10+ Sample Answers That Get Jobs)

 

3

How to Decline a Job Offer Due to Salary

 

Want more money?

 

Surprisingly, pitting two job offers against each other is a bad idea.

 

Why?

 

Because you’re not shopping for a car. Both companies will resent it—even the one you accept.

 

You don’t want to work for a begrudging boss.

 

But—

 

It’s different if they up the offer on their own.

 

Here’s what to do:

 

  1. Don’t tell exact figures to either party. If they want you, they’ll offer enough.
  2. Make it clear you haven’t accepted the other offer yet.
  3. Don’t ask for more money. They’ll suggest it if they can.

 

This example shows how to decline a job offer but leave the door open to more:

 

How to Reject a Job Offer Because of Salary Example

 

Dear Mr. Berengar,

 

Many thanks for the job offer for your project manager position. It was nice to meet all of you at Foster Brothers last week.

 

With reluctance, I’m declining. I’ve received an offer from another company with a generous compensation package.

 

I hope you find the right project manager for the job soon. I remain open to working for Foster Brothers in the future. Could we stay in touch on LinkedIn?

 

Sincerely,

 

Kathy Jahr

 

Perfect.

 

That how to decline a job offer sample might just get a higher salary.

 

Just make sure you’re really okay turning down the job before you try this.

 

Pro Tip: Be careful! Even if they come back with a better offer on their own, that means they were low-balling you. Do you really want to work for a company that does that?

 

Need to know how to get a better offer? See our guide: How to Negotiate a Salary Like a Boss - Zety Resume Builder

 

4

How to Reject a Job Offer After Accepting It

 

Whoops!

 

You goofed and said yes, but should’ve said no.

 

Now you feel like Elaine from Seinfeld.

 

Buck up. It’s not fun, but declining a job offer after accepting it isn’t the end of the world.

 

How to Back Out of a Job Offer You Already Accepted

 

  1. Be sure you want to reject the job offer.
  2. Check your contract in case you’re stuck.
  3. Be polite and apologetic.
  4. State a good reason if you have one.
  5. If there isn’t one, stay vague.
  6. Say thank you for the offer.
  7. Leave the door open.

 

As always, the best way to turn down a job offer after you’ve accepted it is by phone. That lets you explain yourself more clearly.

 

See the example of turning down a job offer after accepting below.

 

Sample Letter Declining a Job Offer After Accepting It

 

Dear Mr. Wojtyla,

 

I was thrilled to accept the job offer for the accountant position. It’s been a long-term dream of mine to work for Cisco, and it was great meeting you and the team last week.

 

Unfortunately, on further consideration I have to retract my acceptance. This was a very difficult decision for me, but the position doesn’t fit my career goals.

 

Many thanks for your help and time. I wish you the best of luck in filling the role. I’d also like to leave the door open to work with Cisco in the future, should my situation change.

 

Sincerely,

 

Bill Tegner

 

Let’s be honest.

 

The bridge is probably burned. But that example of how to turn down a job after you’ve accepted it is as professional as you can get.

 

Pro Tip: If you didn’t sign a contract, there’s no harm in backing out of a job you accepted. Even if you signed, you may be able to get off the hook. Ask a lawyer.

 

Did you decline a job offer without a new job in the hopper? Time to get looking. See our guide: 30 Best Job Search Sites & How to Use Them to Find Employment Fast

 

5

More Examples of Declining a Job Offer Gracefully

 

Still need help?

 

When rejecting a job offer seems daunting, examples can steer you right.

 

Remember, when turning down a job:

 

  1. Show appreciation.
  2. Give a good, brief reason.
  3. Ask to stay in touch.

 

Here are some examples of each part of how to decline a job offer:

 

Showing Appreciation [Examples]

 

  • I’m so grateful for the offer of the teaching position job at Fayetteville High School. It was great to meet you and the other faculty and staff last week.
  • Thank you so much for extending the offer for the nursing job at Mercy Hospital. I enjoyed speaking with you and learning so much about the role.
  • Many thanks for the interview last week for the business analyst position at Amazon. It was an honor to speak with the team, and I appreciate the generous offer.

 

Reasons for Declining a Job Offer [Examples]

 

  • However, after a great deal of thought, I’ve decided to accept an offer from another firm.
  • While this role seems like a rich opportunity, it doesn’t quite fit with my current career goals.
  • Upon careful consideration, I’ve decided I’ll have to decline. I plan to pursue another job that will let me grow into a leadership position.

  

Stay in Touch [Examples]

 

  • I’d like to stay in touch in case my situation changes. Could we connect on LinkedIn?
  • In the hopes that something may work out in the future, I’d like to stay connected. May I check in with you from time to time?
  • I value our connection and I’d like to keep in touch. Let me know if it’s okay to connect with you in future.

 

Pro Tip: Be honest when you turn down a job offer—without being negative about the job or company. Remember: you didn’t know everything about the role until the interview.

 

Need to say thank you after an interview? Use our guide: Thank You Email After an Interview: 6 Samples for All Jobs & 20+ Tips

 

Key Takeaway

 

Summary: How to decline a job offer:

 

  • Turn down a job offer by phone if you can. It’s more professional.
  • Don’t worry about burning bridges. The hiring team will understand.
  • Thank them and be polite.
  • Give a professionally worded reason, but don’t go into detail.
  • Ask to stay in touch.

 

Still have questions about how to decline a job offer? Do you have tips for how to turn down a job offer you think our readers ought to know? Leave a comment. We’d love to talk about it!

That said, rejection letters need not be long, and the reason you give for the If you can't think of any hope to offer at the end, then don't.

How to Decline a Job Offer Gracefully [Plus Email Examples & 10+ Tips]

sample letter declining an offer for services

1. How to politely decline an offer?
2. Tips to write a decline offer email
3. Templates to reject an email

Although saying “no” is often daunting in itself, I’m sure no one wants to be stuck in a situation where they will have to say it during a call or god forbid, in person. The better marketing practice would be to decline sales offers through email. One of the main reasons why it is wise to do this is because of the sheer volume. It’s impractical and just not possible to dedicate that much time to each and every sales pitch. Another main reason you should opt for an email instead of a phone call is that it lets things remain professional between your respective businesses. And finally, an email is a better option because of the amount of control you have over it. With phone calls or personal encounters, it’s easy for conversations to go south really quickly, but with an email, you get the opportunity to carefully craft the content that touches all the right sentiments without compromising on professionalism.

How to politely decline an offer?

via GIPHY

While declining a sales offer through email sounds more comfortable than making calls, the task isn’t an easy feat. In fact, there are numerous ways you can go wrong with this. Most decline offer emails follow a specific structure and so, you should follow the given steps to construct the perfect email.

1. Start with an appreciation of time and work

While you might feel like the salesperson is showcasing a product that is useless to you or your company, you need to be aware that it requires a lot of guts to present the offer. Being rejected can be devastating in every situation, be it a rejection from your prom date, or rejection from your dream college, it always puts a toll on you. Letting the person down easy will assure that their confidence doesn't dwindle and the person will have an easier time getting over your rejection. One way of doing so is to show your appreciation by thanking them for their time and work they presented.


image courtesy of newerasolutions.Co

2. Deliver the news

Giving the news of rejection might seem daunting at first, but breaking the news as soon as possible is the best you can do. Leading the salesperson on without an answer will bring their hope up. Delivering the news as fast as you can, will help the person get over the rejection quicker while also giving them more time to look for more opportunities. Also keep in mind that when you do reject them, you have to insist that your mind's made up and you will not be changing your decision.

3. Give the explanation

Rejection without a proper reason can be confusing for the salesperson, and it will be of no help for them trying to figure out where or why their product fell short. While you may have your own reason to reject their proposal (you already have a superior product or, their product doesn’t align with your company’s policies or, your company might not want to invest in their product), it’s always better to let the salesperson know what stopped him or her from closing that deal rather than leaving them to second-guess themselves.

4. Suggest other ways of partnership

Sales representatives can be very persistent. You might have to be clear that their product doesn’t interest your company. But rather than just cutting all ties with them, it would be wise to see what else they can bring to the table. You can suggest future partnerships with them in context of their other products or services. In a way, this can encourage them to come back with a stronger pitch next time.

5. Close your email

With all business emails, it’s a must to close it properly. A proper closing might have a favorable impression while a clumsily written closing will have a negative impression. To draw up a proper closing, you’ll need to evaluate your relationship with the recipient. Common professional endings are “Yours sincerely, Best regards, Thank you.” If you are close to the recipient and have conversed with them before, you can opt to use “Cheers, Faithfully, Yours truly” instead. These closing remarks have to be followed by your email signature, your full name, your position in the company and your contact information.

Tips to write a decline offer email

Now that you know the components that go into a decline offer letter, it’s time to focus on how to deliver the blow. Read on to understand the best ways to decline an offer politely.

1. Use a professional tone of voice

No one particularly enjoys saying no, but when the job demands it, you have to do it. And while doing so, you have to remember to use a professional tone of voice. It’s easy to be extra nice and friendly to soften the blow of turning down someone or to get agitated when someone doesn’t take the news well, but you have to remember not to get carried away. Maintaining a professional front at all times is important.

image courtesy of Freepik

2. Stay clear on your decline offer letter

You have to be very clear while dealing with sales representatives. You will have to elucidate that you won’t be doing any business with their company and explain the reasons why. This way, they can move on to another opportunity, and you won’t have to waste your time dealing with them when they come in with a counterproposal or try to cut you a deal on the existing one. With a clear rejection, they can focus better on a client with whom they still have a chance.

3. Keep your email short

Remember that you’re running a company and that you don’t have to write an entire essay detailing what you thought of their product and why you chose to reject it. However, keep in mind that a little courtesy will never hurt anyone. When writing an email, keep it short by only including the most important information on their presentation and where they lost you. This gives them a chance to improve for their next client and also helps them better pinpoint the red flags of their products.

image courtesy of hbr.org

Templates to reject an email

Here are some templates that you can use and fiddle around with to craft the perfect decline offer letter for your company.

Template 1: You can use this if you would like to decline that current offer but still receive offers for other products or services.

Dear [name],

Thank you for your email regarding [the product being pitched].

Unfortunately, we are not looking for [the product being pitched] in the market right now as we are already working with [another company/business you are working with] and are happy with the results.

However, we will get in touch if circumstances change and because your other services to align with our company’s interest, we would appreciate if you kept [your company] in mind for future partnerships.

Sincerely,

[Your name and designation]

[Your Email signature]

Template 2: Contrary to Template 1, this template declines offers but seems unwilling to look at future offers unless their offer includes a money-back guarantee.

Dear [name],

[You company] has given careful consideration to your offer for [the product being pitched]. I write to inform you that because of the number of impressive offers we receive, we have to turn down your sales proposal.

Please understand that this does not reflect that your product will not strive under our company. Our company decided on going with another offer that gives us a money-back guarantee. In the future, we will only be considering offers with a money-back guarantee. If that does not align with your company’s policy, we would appreciate it if you could take off our email from your mailing list.

Thank you.

Best Regards,

[Your name and designation]

[Your Email signature]

In the marketing industry, it is normal to turn down offers. In fact, it is very much a culture. It’s better to know how to politely decline an offer rather than to be stuck in a situation that you don’t want to be a part of so you should get used to writing such emails.

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Ostap/ Author

Ostap is a strong marketing professional with 2+ years of experience in the software industry. Skilled in Marketing Strategy, Digital Marketing, SMM, Content marketing, Search Engine Optimization (SEO), Google Analytics and Google Adwords.

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How to Politely Decline a Sales Offer Without Burning Bridges

sample letter declining an offer for services

If you own your own business or work in one, sooner or later you'll have to write an email of rejection. Whether it's to turn down an unrequested suggestion/offer somebody has made to you or to inform somebody that something they have submitted to you (e.g. a bid for a contract, an improved offer, a manuscript for a book etc...) has not been successful, it's normal to inform them about the news by email.

This can be difficult to do. Most people (myself included) feel disappointed or even angry when they are turned down for something. And it's important to remember this when you have to write a business email or letter of rejection to somebody. If you don't, you can make an already bad situation worse.

When you write an email business email or letter of rejection, it needs to be:

  • Formal
  • Direct but polite
  • Short
  • Give a good reason(s) why they have been rejected

If necessary, you can also offer them the opportunity to talk with you about your decision. I would do this if you think you may work or do some business with them in the future.

In this online exercise on 'writing business emails', you will find two examples of good business rejection emails. Using these, you'll learn about both the structure of a good rejection email and professional English phrases that you should use in one.

Example & Exercise: Emails of rejection

Read the following two emails of rejection. In the first email, a company is turning down an unrequested/unsolicited offer they have received to buy photocopiers. In the second email, a company is informing another company that they have been unsuccessful in a bid for a contract.

From the context, try to guess what the meaning of the words/phrases in bold are. Then do the quiz at the end to check if you are right.

Email 1

Dear Mr Boxall,

Thank you for your enquiry about supplying our company with new photocopying equipment.

Unfortunately, we are currently not in need of replacing our existing photocopiers. We recently entered a new 2 year contract with our existing photocopier provider.

You would be more than welcome to contact us again when our current contract is up for renewal.

Yours sincerely,


Jeff Thompson
Office Manager

Email 2

Dear Mrs Robinson,

Thank you for submitting a bid for the re-design of our website. After careful consideration of all the proposals we received for the contract, I regret to inform you that on this occasion your bid has been unsuccessful. We have decided to offer the contract to one of the other bidders.

Although your proposal was very professional and well-thought out, we felt that the design did not focus enough on the social media channels our company uses and it was a little over complicated and confusing to use.

We will be more than happy to consider you for any web development or redesign projects we have in the future.

If you require any further feedback, please do not hesitate to contact me by email on [email protected] or by phone on 01535 6547196.

Yours sincerely,


David Mitchell
Project Manager

Now do the QUIZ below to make sure you know how to write this type of email.

Click to see more email/letter exercises & examples

Quiz: How to write a business email of rejection

Below is a definition/description of each of the words/phrases in bold from the above text. Now choose the word/phrase from the question's selection box which you believe answers each question. Only use one word/phrase once. Click on the "Check Answers" button at the bottom of the quiz to check your answers.

When the answer is correct, this icon will appear next to the answer. Click on it to find extra information about the word/phrase (e.g. when, where and how to use etc...).


Now that you understand the vocabulary, practise it by writing your own email of rejection in English with the new words/phrases.

Follow us on or on Twitter or on Google +

Learn how to write a business email or letter of rejection in this online exercise ( with examples). Whether it's to turn down an unrequested suggestion/offer somebody has made to you or to inform somebody that Example & Exercise.

FREE Sample Refusal Letters

sample letter declining an offer for services

Declining a job offer you worked hard to get is not always an easy task, but can happen when you are aggressively interviewing. If you receive more than one offer at the same time, it’s critical that you know how to write a job offer rejection letter that expresses both your gratitude and your regrets.

When writing the letter, remain polite and courteous and choose your words carefully. Not only does this project you in a positive light to the employer, but it keeps doors open for future opportunities down the road. While you may be tempted to make a phone call to reject the offer, it’s more professional to compose a formal letter. Here’s how to write a job offer rejection letter that won’t rub a recruiter the wrong way.

4 Tips for Writing a Job Offer Rejection Letter

Keep these tips in mind and read through our sample letters to get more ideas about how to be decline a job offer.

1. Be Prompt
Avoid procrastination when writing a job offer rejection letter. Not only does this give the company plenty of time to find another candidate, it’s also more thoughtful to get straight to the point and turn down the offer right away rather than allow then to think you are considering the position. It’s often difficult for recruiters to find the right employee for the job. Don’t let them believe they’ve found the perfect match when you have no intention of following through with employment.

2. Show Appreciation
Show appreciation and be gracious when rejecting a job offer. Recruiters often pore over resumes and spend several hours looking through social media to find the perfect employee. Thank the interviewer for the opportunity and express gratitude for the time they spend interviewing you. You never know when your paths might cross again so the goal is to decline the job offer with no hard feelings.

3. Give a Good Reason
Provide a good reason why you aren’t taking the position in your job offer rejection letter. Don’t provide any negative details on what you didn’t like about the company or the role. Instead, focus on the positives and wish the company success. If you don’t have a specific reason to offer (for example, “I’ve come to the realization that the commute required just won’t work with my childcare schedule.”) then it’s okay to simply say that that it isn’t a good fit for you at the moment.

4. Keep It Short and Professional
Recruiters are used to rejection. Keep your job offer rejection letter short and to the point. Avoid detailing the potential you saw in the position or the warning signals you saw in a would-be boss. State your main reason for declining and then provide a simple thank you.

 

 

4 Sample Letters for Declining a Job Offer

Compose each individual letter based on the reason for not accepting the position. Use these sample letters for declining a job offer as a starting point.

1. When It’s Not a Good Fit
Sometimes you like the company but the offered position just isn’t right for you. Make a brief mention of this and regretfully decline the offer.

Dear [Interviewer]:

Thank you so much for considering me for the position of [Job Title]. After careful consideration, I’ve decided to pursue a position with another company that’s more in line with my current career path and personal goals.

It was a true pleasure to learn more about the excellent work you do at [Company]. I appreciate the time and consideration you gave my application and wish you success in your efforts to find the perfect candidate.

I look forward to hearing from you in the future. If there are any questions you have for me, please let me know.

Best Wishes,

Don’t provide any negative details on what you didn’t like about the company or the role. Instead, focus on the positives and wish the company success.

2. When You Need More Money
Monetary negotiations don’t always go the way you want them to go. If, in spite of going back and forth, you still couldn’t reach an agreement on what you need in terms of salary, you may need to decline the job offer. Consider this sample letter for declining a job offer on the basis of compensation.

Dear [Interviewer]:

Thank you so much for offering me the [Job Title] position. After carefully considering the compensation package outlined in your offer, I must regretfully decline. The salary does not meet the financial requirements of my current situation.

It was a pleasure meeting you and learning about your company. I wish you continued success and hope we will have the opportunity to work together in the future.

Again, thank you for your consideration.

3. Considering the Company Culture or Reputation
Occasionally, the work environment, company culture, or the company’s reputation can cause a candidate to decline a job offer. If something about the company doesn’t sit well with you, you may need to write a job offer rejection letter.

Dear [Interviewer],

Thank you for offering me the position of [Job Title] with [Company]. I appreciate your interest in hiring me. Unfortunately, I have decided to accept a position with another company that is a better match for my current goals.

Again, I appreciate the offer and your careful consideration. I wish you and your company continued success in all endeavors.

Best Regards,

4. Declining an Offer After Accepting It
In certain circumstances, you may need to turn down a job you’ve already accepted. When this happens, try this sample letter declining a job offer.

Dear [Interviewer],

Thanks so much for offering me the position of [Job Title] at [Company]. It was a pleasure meeting you.

Unfortunately, after a great deal of thought, I have decided to turn down this gracious job opportunity. I am truly sorry for any inconvenience this decision may cause and hope it will not affect any future relationships with your company.
I wish you continued success and hope to hear from you in the future.

Kind Regards,

During your job hunt, it’s possible that you will have to compose a letter declining an offer. Always remain positive and professional and stay honest. This keeps the company as a potential employer for the future.

Additional Resources for Jobseekers:

WATCH THE VIDEO ON THEME: Writing a letter of request in English - - UPV

Sample letter to reject a service booking. Rejection letters to clients. Guide, letter example, grammar checker, + letter samples.

sample letter declining an offer for services
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