Giving a timely response is the most polite. The quicker you respond, the quicker the employer can fill the role.When writing a job offer rejection letter, you must be clear about your purpose and honest to tell them your reason for declining. I'm sorry to say that your candidacy did not make it to the next round; we've had a very competitive pool for this position. 1. Let your employer know as soon as possible. Avoid letting your employer wait too long. Send the letter directly to the office, department or individuals involved in the situation. Simply sending the letter to the ombudsman is not appropriate. Learn how to politely turn down a job offer with these tips and examples. Maintain a good relationship with the company while declining the offer.