How to Politely Decline a Nomination Letter (3 Samples)

Lily Parker

Receiving a nomination letter can be a great honor and a validation of your efforts in a particular field or industry.

However, there may be instances where you feel it is in your best interest to politely decline the nomination.

Whether it is due to time constraints, conflicting commitments, or personal reasons, declining a nomination letter can be a delicate task that requires tact and diplomacy.

In this article, we will share 3 samples and discuss some tips and strategies on how to gracefully decline a nomination letter without causing any offense or hurt feelings.

How to politely decline a nomination letter template (ONE)

[Your Full Name]
[Your Position/Title]
[Your Company/Organization Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]

[Nominator’s Full Name]
[Nominator’s Position/Title]
[Company/Organization Name]
[Nominator’s Address]
[City, State, Zip Code]

Dear [Nominator’s Full Name],

I am writing this letter to express my sincere gratitude for the honor of being nominated for [Name of the Position/Award/Committee, etc.]. Knowing that my colleagues and peers consider me suitable for this role is both humbling and affirming.

After careful consideration, I must respectfully decline the nomination at this time. This decision was not made lightly; it stems from [reason for declining, e.g., current commitments, personal obligations, or timing]. I believe that it is essential to fully commit to responsibilities that come with [Name of the Position/Award/Committee], and unfortunately, due to [specific reason], I am unable to do so at this time.

I am confident that there are many qualified and dedicated individuals who would be thrilled and capable of taking on this opportunity. I am genuinely appreciative of your support and understanding of my decision, and I hope that it will not deter you from considering me for future opportunities when circumstances may be different.

Please extend my gratitude to all parties involved in the selection process. I am honored by the recognition and I wish the best to the eventual nominee.

Thank you again for this nomination. I am looking forward to continuing to work with you and contribute to our collective efforts in other capacities.

Warm regards,

[Your Full Name]
[Your Position/Title]
[Your Company/Organization Name]

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Rejecting someone’s offer Example (TWO)

Dear [Offerer’s Full Name],

I hope this message finds you well. I wanted to extend my heartfelt thanks to you for the offer regarding [specific details about the offer, e.g., a job position, business proposal, invitation to an event, etc.]. I am truly flattered and grateful for the consideration you have given me.

After giving it a lot of thought and considering all the factors involved, I have come to the conclusion that I will have to respectfully decline the offer. This decision was not an easy one to make and involves various aspects such as [briefly mention reasons if appropriate and possible—could be existing commitments, current priorities, personal reasons, etc.], which prevent me from accepting at this time.

I am genuinely appreciative of the opportunity, and I hope my decision will not cause any inconvenience. Please understand it is based solely on my current situation and not a reflection of your generous proposal. I am confident you will find a suitable candidate or participant who can fully engage with the opportunity you have presented.

I am hopeful that there will be a chance for us to collaborate or work together in the future, under different circumstances. Please do keep me in mind for any potential opportunities that may align more closely with my capacity and schedule.

Once again, thank you for this offer. I wish you the very best as you move forward with your plans.

Warm regards,

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How to reject a position politely in an email (THREE)

Dear [Hiring Manager’s Name],

Thank you very much for offering me the position of [Job Title] with [Company Name]. I am grateful for the opportunity to have interviewed with your team and for the generous offer you have extended.

After thorough consideration, I have decided to decline the offer. This decision was not easy and took a lot of deliberation. I have realized that the role does not align entirely with my current career goals and personal aspirations at this time. I believe it is important to be fully committed to my path, and unfortunately, I do not feel I can achieve that in the role you have offered.

I have a high regard for [Company Name] and am impressed by the dedication and vision of your team. I am confident that you will find a suitable candidate who is both aligned with your company’s goals and excited about the opportunities the role presents. Please extend my gratitude to everyone involved in the selection process for their time and consideration.

I hope our paths cross again in the future, and I wish [Company Name] continued success. If there are any other positions that come up and you think there might be a good fit, please keep me in mind.

Thank you once again for this opportunity.


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Helpful sentences to write in your letter/email

Here are some of the best and most useful sentences when rejecting a position or nomination to make your letter professional and yet decline politely: 

  • I sincerely appreciate the opportunity extended to me, however, after careful consideration, I must respectfully decline the position/nomination.
  • Please accept my heartfelt thanks for the trust you’ve shown in me.
  • I am deeply honored by the offer, but after much reflection, I have concluded that it is not the right fit for me at this moment.
  • I appreciate the opportunity, but I’m unable to accept.
  • Thank you for the offer, but I must respectfully pass.


Tips to write a letter of declination of the nomination

Start with a Respectful Greeting

Begin your letter with a courteous salutation. For instance, “Dear [Name or Committee Members],” sets the right tone for the sensitive nature of your message.

Express Your Appreciation

Even though you’re declining, it’s important to show gratitude. Say something like, “I am deeply honored to have been considered for [Name of the Nomination].”

Give a Clear Declination

You’ll want to communicate your decision straightforwardly. “After careful consideration, I regret to inform you that I must decline the nomination for [Reason for Declination].”

Provide a Reason, if Comfortable

It’s reasonable to offer an explanation for your decision, but only if you’re comfortable doing so. Keep it brief and to the point, for example, “due to current commitments that require my full attention.”

Acknowledge the Value of the Nomination

Highlight the importance of the nomination by saying something like, “I recognize the significance of this role and what it represents.”

Keep the Tone Positive

Maintain a positive tone throughout the letter. Phrases like “I have every confidence in your selection process and look forward to the announcement of the successful candidate” can affirm your respect for the process.

Offer to Support in Other Ways

If you’re willing, suggest alternative ways to contribute. “While I cannot accept the nomination, I am happy to support the committee/candidate in another capacity.”

Close with Courtesy

End on a polite note, expressing your best wishes. “Thank you again for this honor, and I wish all the best for the upcoming [event/selection process].”

Use a Professional Sign-off

Conclude with a professional closing, such as “Kind regards,” or “Sincerely,” followed by your full name.

Be direct but considerate when declining a nomination. Showing gratefulness and maintaining a positive connection will ensure that the relationship remains respectful and intact.