Inform an employer if you decide that you are no longer interested in a position so the employer can remove your name from the list of candidates. The employer will therefore not have to spend time and money trying to locate you, only to be told you are not interested. Your thoughtfulness will allow the employer to concentrate on other applicants. State your appreciation for the interview. Write the letter as positively as you can, to ensure a future amicable relationship.

In your letter, you might:

1. Express appreciation for the interview
2. Mention the name of your potential supervisor and state the position for which you were being considered
3. Decline graciously
4. Briefly explain your reasoning, sticking to the facts
5. No apology is necessary; reiterate your appreciation

Write a tactful, friendly letter, thanking the employer for the job offer and expressing regret that you are unable to accept the offer.

Include, if you wish, information on factors that have led you to accept another position (e.g., more customer contact, more writing and editing, more research and development in XYZ Company). Avoid negative overtones so that you will maintain an employer’s goodwill and high regard for you, making it easier for you to contact the company in the future.

When you accept a job offer, confirm the details in writing. Express your enthusiasm about undertaking the position and reiterate all terms discussed during the interview period so that any misunderstanding can be resolved before your first day of work. Include a brief paragraph mentioning why you believe the employer made the right decision.

State the title of the position you will be assuming and the starting date. Confirm all arrangements discussed during the interview (e.g., salary, benefits, car allowance, reimbursement of moving expenses). Add any other particulars that may be important.