Internships are training and career pathways for young graduates looking to take their first steps on a career path they have spent years training for. Getting an internship at a major establishment is a big deal but there are times when you may not be able to accept it due to several factors. Knowing how to write a decline letter from an internship is very important as you don’t want to burn bridges or come out as ungrateful after the employer offered you a spot in their establishment which you had initially applied for.
In this article, we will explain reasons why one might write a decline offer letter for an internship and how to go about it.
Common Reasons For Rejecting An Internship Offer
People reject internship offers for different reasons but most are not always forthright when stating their reasons. If you must decline an offer given to you, it pays to do so honestly. Here are common reasons why offers are rejected.
Reason 1: Another Offer
You may probably have submitted applications to different companies and gotten positive feedback from more than one. At this point, you have a choice to make and it can only be one. Accepting one will lead to a decline of the others.
Reason 2: Inadequate Compensation
Some internships will pay you while others will not. In a situation where you’ve landed two paid internships and you are at a loss as to which one to choose, you might want to consider other factors, but the compensation package may sway your final decision. Evaluating the overall benefits, such as networking opportunities or professional growth, is important. However, a competitive compensation package can strongly influence your choice, especially when financial stability is a key concern.
Reason 3: Career Objectives
Internships are great pathways to launching your career. Unfortunately, not all positions will provide you with a solid platform. If the internship doesn’t offer you what you are looking for, you might want to turn it down. Aligning internships with your career objectives ensures that the experience supports your long-term goals. Choosing a position that fits your aspirations helps you gain relevant exposure and build valuable connections.
Reason 4: No New Skills
Internships are meant to train you on the job for bigger responsibilities in the future. If the skills offered don’t match your ambitions or expectations, you may decide to decline it on account of this alone. Some internships will not even offer you any skill acquisition opportunities, which may not be ideal for your career advancement. Prioritize internships that provide challenging tasks or new learning opportunities, as these experiences are crucial for enhancing your professional qualifications.
Scheduling Issues
The position may tick all the right boxes, but the scheduling may not be suitable for you, especially if you’re taking classes or involved in another important activity that takes your time. In order not to miss workdays and dent your reputation before a potential employer, you may decide to decline the offer. Balancing internship schedules with other commitments is vital. Ensuring a manageable workload prevents unnecessary stress and allows you to perform effectively in all areas.
No Employment Path
The internship may not provide you with a possible employment path. Despite being a great offer that will add value to your profession, you may still struggle to land a job with them after the internship. The best positions offer an employment path forward. Opt for internships with a clear trajectory toward future opportunities. These positions often include mentorship, skill development, and connections to potential full-time roles.
What Can You Do to Decline An Internship Offer?
If any of the common reasons highlighted above is your current experience and you have decided to decline an offer you must take the right action in declining their offer rather than just ignore them. Ghosting the organisation is not a professional way to do things and this may affect your profile moving forward.
It is always best to communicate with them through their proper communication channels and respectfully decline their offer.
Start by calling the HR manager if you have their phone number to inform them of your decision. This should be your first-ever action before sending them an email formally. The purpose of this letter is to confirm what has been said over the phone and for reference purposes. This shows that you are very professional in your conduct.
How to Write a Decline Offer Letter from an Internship?
Writing a decline offer letter requires tact and strategy. This will most likely be via email. The letter should be brief but communicate the right message. Here are some tips to bear in mind when crafting a letter.
Express Thanks: Start by thanking the employer for the opportunity you were given then follow up with reasons why you can not take up their offer.
Explain the Reason For The Decline: Be honest in your approach when explaining your reasons. This could be down to several reasons as explained in a previous paragraph. Whatever your reasons are, state them with humility and honesty.
The key to declining an offer is to do it respectfully so that you don't burn potential bridges in the future. If you communicate improperly, you will not be able to reach out to them again should a better opportunity open up. Companies share intel and communicate more than you think and you never know who you might run into in the future who may know or who may be affiliated with the company you disrespectfully declined.
End The Letter On A Kind Note: You want to ensure that you end the letter on a kind note using endings like “kind regards”, “Yours sincerely”, etc.
Communication Ethics To Remember
When communicating with the recruiter there are some ethics you must imbibe. Never speak to the recruiter rudely or show arrogance in attitude or words. Maintain a humble posture throughout the process even if you feel like their offer was quite derisory. You should always remember that the other person is also working hard to fulfill their responsibilities for the company they are working for.
They may just be following orders or working with the resources they are given. Even if you’re dealing with the owner of the establishment, it pays to maintain a respectful posture throughout the process.
Furthermore, always offer to stay in touch either over the phone or in writing. This will show the recruiter that you are still interested in working with them in the future should the conditions be right. You can also share your contact at the end of the letter in case better opportunities open up in the future.
Never Make Excuses
Lastly, you must never make excuses when rejecting an internship offer. Let your reasons be professional. For instance, it makes no sense to state that the office is far from where you live. This is not professional as the recruiter will feel you are being dishonest and that you wasted everybody’s time. \
Final Thoughts
Writing a declined offer letter for an internship is easy. Keep it short, be clear with your expressions and explain your reasons with all humility and honesty. Show interest in working with them in the future by including your contact information in the letter. Follow our tips and you will not burn potential bridges for the future.
