How to reject offer letter in mail

Here's a sample template you can use to reject an offer letter via mail:

[Your Name] [Your Address] [City, State, ZIP] [Date]

[Recipient's Name] [Recipient's Title] [Company Name] [Company Address] [City, State, ZIP]

Dear [Recipient's Name],

I am writing to respectfully decline the offer extended to me for the [Position] role at [Company Name], as outlined in the offer letter dated [Date of Offer Letter].

After careful consideration, I have decided that this opportunity is not the best fit for me at this time. I appreciate the time and effort invested in the hiring process, and I am grateful for the opportunity to have interviewed with your team.

Please know that my decision is in no way a reflection on the company or the role, but rather a personal decision that aligns with my career goals and aspirations. I appreciate the company's understanding and wish the organization continued success in the future.

Please confirm in writing that my decision to decline the offer is accepted. If there is any additional information or documentation required, please let me know.

Thank you again for the opportunity, and I wish you all the best in finding a suitable candidate for the position.

Sincerely,

[Your Signature] [Your Name]

Please note that you should customize this template to fit your specific situation and circumstances. Here are some additional tips to keep in mind:

  1. Be polite and professional: Remember to be respectful and courteous in your rejection letter. Avoid being negative or critical about the company or the role.
  2. Provide a clear reason (optional): If you feel comfortable doing so, you can provide a brief explanation for why you are declining the offer. However, this is not required.
  3. Keep it concise: Keep your rejection letter brief and to the point. Aim for a length of one to two pages at most.
  4. Proofread carefully: Make sure to proofread your letter carefully to ensure that it is free of errors and typos.
  5. Send it promptly: Send your rejection letter via mail or email as soon as possible after making your decision. This shows that you are professional and respectful of the company's time.

Remember to keep a copy of your rejection letter for your records.