The Reason For Declining Job Offer document is essential in New Zealand's professional environment where employment relationships are governed by principles of good faith and clear communication. This document is used when a job candidate needs to formally decline an employment offer, ensuring compliance with New Zealand employment legislation including the Employment Relations Act 2000 and Human Rights Act 1993. It serves multiple purposes: providing a clear record of the declination, maintaining professional relationships, and ensuring legal compliance. The document should be used promptly after deciding to decline an offer and should include appropriate appreciation, clear reasoning, and professional courtesy. It's particularly important in New Zealand's context where employment relationships, even at the pre-employment stage, are expected to demonstrate good faith and mutual respect.
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1. Letter Header: Including sender's contact details, date, and recipient's contact information
2. Salutation: Professional greeting addressing the specific person who extended the offer
3. Expression of Gratitude: Thanking the employer for the offer and the time invested in the interview process
4. Decision Statement: Clear and direct statement declining the job offer
5. Brief Reason: A concise, professional explanation for declining the offer, keeping details appropriate and non-controversial
6. Professional Closing: Positive closing statement wishing the company continued success
7. Signature Block: Formal closure including sender's name and signature
1. Future Contact: Section expressing interest in maintaining professional contact or considering future opportunities - use when you want to keep doors open with the employer
2. Detailed Feedback: Additional context about the decision if requested by the employer or if providing constructive feedback about the role or process
3. Alternative Candidate: Optional recommendation of another candidate if you know someone suitable - only include if you have a strong recommendation and appropriate permission
4. Timing Clarification: Additional details about timing constraints if the decline is due to timing issues - include when relevant to explain urgency or conflicts
1. Return of Materials: List of any company materials or documents that need to be returned (if any were provided during the interview process)
2. Contact Information Update: Updated contact information if maintaining professional contact is desired
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