Whether you have accepted another offer or simply decided the job isn't right for you, a short withdrawal letter keeps your name in good standing with an employer you may want to work for later. It takes five minutes to write.

Once you have made up your mind you will need to let the other employers know. You need only to write to those you have been in touch with, and from whom you have not heard a final no or been told you are out of the running.

What to Include

  • The job title and any reference number, so the recruiter can find your file.
  • A clear statement that you are withdrawing, in the first sentence or two.
  • Thanks for the time people spent on you, with one detail from your conversations if you met.
  • A reason in one line, or no reason at all. Either is acceptable.
  • A friendly close that leaves room to apply again one day.
  • Your full name as it appears on your application.

Withdrawal Email Example

Sample letter. Names, organizations and details are fictional.

Withdrawing my application: Project Coordinator, Natalie Dubois

Dear Ms. Caldwell,

Thank you for your help over the past few weeks and for arranging my interview with Mr. Lindgren's team. I'm writing to withdraw my application for the Project Coordinator position.

I have accepted an offer from another firm that is closer to home and has an earlier start date. It was a hard decision, because I enjoyed hearing how your team plans its bridge work along Route 9.

I hope our paths cross again, and I would be glad to be considered for future openings at Garner Pike Engineering. Thank you again for your time.

Best regards,
Natalie Dubois
(555) 010-6243
natalie.dubois@example.com

Declining a job offer

Turning down an offer is the same letter with more thanks in it. Call or email the person who made the offer as soon as you decide, since they may have a second choice they need to contact. If you have already signed an offer letter, call the hiring manager before you send anything in writing.

Short decline letter

Dear Mr. Hale,

Thank you for offering me the Staff Accountant position and for the time you and your team spent with me. After a lot of thought, I have decided to decline the offer, as I have accepted a role that fits my plans more closely right now.

I enjoyed meeting everyone at Brookmere and hope we have the chance to work together in the future.

Sincerely,

Samuel Osei

How much to say about why

A single honest line is enough. "I have accepted another offer" and "I have decided to stay in my current role" both work. If the reason is pay or the job itself, you can say the role isn't the right fit at this time and leave it there.

Keep the tone warm even if the process was frustrating. Recruiters change companies and hiring managers remember names, so a gracious note means you haven't burned your bridges.

Tips

  • Send it as soon as you decide. Waiting only makes the email harder to write.
  • Write to the person you have dealt with most, usually the recruiter or the hiring manager, and copy the other if you have been in touch with both.
  • Email is fine for withdrawing an application. For declining an offer, a phone call first and a short email after is the kinder order.
  • Stay away from criticism of the pay, the interview or the people. If the recruiter asks for feedback, give it on a call.
  • Keep a copy with your other job search records in case you apply to the same employer again.