- 1). Thank your point of contact. Begin your email with an expression of gratitude for the hiring manager's time and consideration. Acknowledge any special accommodations he made for you during your interview such as flights, hotels, dinners or transportation. Compliment him on his hospitality and customer service.
- 2). Turn down the job. Write in your email that you have decided to decline the job offer. Briefly but tactfully explain your reason for declining the job, whether it is because you were offered a better position or didn't feel that you were a good match for the company's needs. A lengthy explanation isn’t needed, but a short one may help the company in its future search.
- 3). Point out positive aspects of your experience. Discuss something that impressed you about the company while you were interviewing for the job. For example, write that you were impressed to learn about the company’s growth over the past five years.
- 4). Wish the company luck. End the email by wishing your hiring contact luck in finding the right candidate for the position. If possible, offer to be of further assistance. This may entail providing more feedback about the interview process upon request or referring someone else for the position, especially if you know of another colleague in your field who would be a good fit for the job and the company.
- 5). Send it to the correct person. Make sure that you have the correct name and email address for your hiring contact. Double-check that the email address is typed correctly before pressing the "Send" button. Run a grammar and spell check to ensure there are no misspelled words.