Formal Letter Declining a Job Offer to HR

The task

You recently applied for two separate jobs. Both of them have chosen to hire you, but you must write a letter to one of them explaining why you are unable to take the position.

Write a letter to the HR of the company. In your letter:

→explain your situation
→thank them for choosing you for the job
→apologize for turning down the job offer

Write at least 150 words. You do not need to write any addresses. Begin your letter: Dear ...,

Model answer

Band 8 sample letter

Band 8175 words. Names and details are invented; write your own.

Dear Ms. Sterling,

I am writing to formally notify you that I must decline the offer for the Senior Project Manager position at Zenith Solutions, which I received earlier this week.

Following my recent interviews with your organisation, I was simultaneously offered a role at a firm that aligns more closely with my long-term specialisation in sustainable infrastructure. This unexpected overlap in offers has placed me in a difficult position, but I have decided to accept the alternative role due to its specific focus on renewable energy development.

I would like to express my sincere gratitude for the time you and the hiring committee invested in the recruitment process. I was genuinely impressed by the vision of your team and the collaborative culture at Zenith Solutions, making this a particularly challenging decision to reach.

Please accept my sincerest apologies for any inconvenience my withdrawal may cause to your recruitment schedule. I truly appreciate the opportunity you extended to me and hope that our professional paths may cross again in the future.

Yours sincerely,

Jonathan Archer

Write your own and get a band

Answer this prompt in a timed General Training writing test and get a band for task achievement, coherence, vocabulary and grammar, with the sentences to fix.

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Examiner's view

Why this scores well

This letter achieves Band 8 by maintaining a professional, concise tone while addressing all three bullet points with clear, logical transitions. A common Band 6 mistake is failing to provide a credible reason for the decision, often resulting in a vague or overly repetitive explanation that lacks professional maturity.

→Write to an organisation or someone you do not know: open with Dear Sir or Madam, close with Yours faithfully.
→If you know the person's surname, use Dear Mr or Ms and close with Yours sincerely.
→No contractions, no slang; polite indirect requests such as I would be grateful if you could.

6 phrases

Useful phrases from the letter

decline
To politely refuse an offer or invitation
aligns
To be in agreement or have similar goals
specialisation
A particular area of work or study
overlap
When two things happen at the same time
recruitment process
The series of steps to hire new staff
withdrawal
The act of removing oneself from an agreement

Frequently asked questions

Is this letter formal or informal?+

Formal. Write to an organisation or someone you do not know: open with Dear Sir or Madam, close with Yours faithfully.

How many words should an IELTS General Training letter be?+

At least 150 words, and 160 to 200 is the comfortable range. Spend about 20 minutes on it and leave 40 for Task 2, which carries twice the marks.

What does the examiner look for?+

Keep practising

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