Refusal letter writing tips

Posted by Manjusha Filed in Business English

A refusal letter is a type of negative message and as such it shouldn’t be very long. Here are a few tips for crafting a professional, courteous and effective refusal letter.

Consider this situation. You have received several job offers and one of them is simply irresistible that you have decided to accept it. Now is the time to write a courteous refusal letter to all other companies that have offered you employment. Ideally, you should send a refusal letter as quickly as possible so that they can resume their employee search. It is a sign of your professionalism and courtesy.

Start the letter by graciously thanking the employer for offering you a job. Once you have done that, state your refusal clearly. Be courteous but don’t try too hard to make a negative message appear positive: it is nearly impossible. It isn’t necessary either. A refusal is a refusal, after all.

Give your reasons for refusing the job offer. You can, for example, tell the employer that you have accepted another job in your desired job location. Or perhaps you can tell them you have another job offer that more closely matches your career goals. Whatever be your reasons for refusing the job, state them specifically.

End the letter on a positive note. That is very important because you might need to approach the same employer a few years down the lane. If, in the future, you would like to entertain another job offer from the same company, you may express that as well. It is not exactly necessary, but in some cases it would make the refusal more palatable.

Choose your words carefully. Remember that the wording and tone of your letter play a significant role in conveying the message. And good letter writing is all about conveying the right messages.

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