The Job Offer Declination Letter is a crucial business communication tool used when a candidate decides not to accept an offered position. In the New Zealand business context, this document serves multiple purposes: it formally communicates the candidate's decision, maintains professional relationships, and provides clear closure to the recruitment process. The letter must align with New Zealand employment law principles, particularly the good faith requirements under the Employment Relations Act 2000. While primarily straightforward, the document should be crafted carefully to maintain professional courtesy and protect both parties' interests. It typically includes acknowledgment of the offer, expression of gratitude, clear declination statement, and optional elements such as reason for declining or interest in future opportunities.
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1. Recipient Details: Full name, title, and contact information of the hiring manager or recruiter
2. Professional Greeting: Formal salutation addressing the specific individual
3. Position Reference: Clear identification of the job offer being declined, including position title and any reference numbers
4. Gratitude Expression: Thank you statement for the opportunity and offer
5. Declination Statement: Clear but polite statement declining the offer
6. Brief Explanation: Concise, professional reason for declining (if appropriate)
7. Professional Closing: Positive closing statement maintaining good relations
8. Signature Block: Your full name and contact information
1. Future Opportunities: Optional section expressing interest in future opportunities with the company, used when you want to maintain a strong connection for potential future roles
2. Networking Request: Optional request to maintain professional contact, used when you want to build your professional network
3. Alternative Candidate: Optional recommendation of another candidate, used when you know a qualified person who might be suitable (use with caution)
4. Feedback on Process: Optional positive feedback about the recruitment process, used when you want to specifically acknowledge the positive experience
1. Return of Materials: If applicable, a list of any company materials or documents being returned
2. Expense Documentation: If applicable, documentation of any recruitment-related expenses to be reimbursed (e.g., travel expenses for interviews)
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