Just as job interviewees appreciate the courtesy of a "Thanks, but no thanks" written reply, employers also appreciate the same courtesy from employees to whom they offer jobs. While you can choose to give only a verbal response, it's more professional to follow up with a letter offering your regrets, according to Kim Issacs, a resume expert for Monster.com. Learn how to craft a letter that kindly offers your regrets, but leaves the door open for a future opportunity with the employer.
Thank the employer for offering the position. State the position offered, so that an employer who's offering multiple jobs can quickly make the connection. For example, you might write, "Thank you for offering me the claims examiner position."
Mention something positive about the employer to lessen the impact of your upcoming rejection, such as, "I enjoyed meeting the members of your staff and learning more about the impressive team you have in place."
Decline the offer regretfully, and explain in general terms why you have declined the offer. For example: "After much deliberation, I have decided to accept another offer that more closely aligns with my career goals."
Thank the employer again and wish him well in his search. For example: "Again, thank you for the opportunity. I wish you continued success." If you are open to accepting a job with the employer in the future, you might add, "Perhaps our paths will cross again in the future."
Always proofread and edit professional correspondence before sending it to avoid appearing careless.
Be prompt with your letter of regret. The employer might want to make the offer to another candidate. If he calls and you know you don't want the job, tell him, politely. If you need time to think, and decide to decline, call him back as soon as possible and let him know. Next, follow up with an email or handwritten letter.
Don't make mention of a more attractive job with a better salary and benefits in your regrets letter. This can leave the employer with a negative impression.