Retracting your acceptance of a job offer can feel awkward and professionally risky, given the time and effort both you and the employer have invested. This guide provides a clear, step-by-step process for professionally declining a job offer you have already accepted. The goal is to help you manage this difficult conversation in a way that respects the employer and minimizes potential negative outcomes for your career.
Assess the Situation Before Acting
Before you take any action, pause and confirm that your decision is final. People retract job acceptances for many reasons, including receiving a better offer, a significant change in personal circumstances, or a feeling that the company culture is not the right fit. Whatever the reason, ensure you are not acting impulsively. This clarity will provide the confidence needed for the difficult conversation ahead.
Once your decision is firm, the most important factor is speed. You must inform the company as quickly as possible. Delaying the news is disrespectful to the hiring manager and the company, which has likely stopped its search and informed other candidates they were not selected. Acting promptly shows that you respect their time and the resources they have allocated to your hiring process.
Choose Your Communication Method
Your next decision is how to deliver the news, with the two primary options being a phone call or an email. A phone call is the more personal and direct method. It allows for a real-time conversation where tone of voice can convey sincerity and regret, which can help preserve the relationship. However, this can be more intimidating, as you will have to react to the hiring manager’s immediate response.
An email provides a written record and gives you the space to carefully craft your message to be professional, clear, and concise. The downside is that an email can feel less personal and may not convey your sincerity as effectively as a direct conversation. For this reason, a hybrid approach is the most professional choice: a direct phone call to the hiring manager, followed by a formal email to confirm your decision in writing.
What to Include in Your Message
When you communicate your decision, whether by phone or email, the structure of your message is important. Begin by being direct and stating the purpose of your communication at the outset to avoid confusion. Immediately follow this with an expression of gratitude for the opportunity and the time they invested in you. Acknowledging their effort shows respect.
Next, state your decision clearly and concisely to avoid leaving any room for misinterpretation. Offer a sincere apology for any inconvenience your decision may cause. You should also provide a brief, professional reason for your withdrawal, but avoid excessive detail. Phrases like “I have decided to accept a position that is more closely aligned with my long-term career goals” or “due to a change in personal circumstances, I must withdraw my acceptance” are sufficient.
Finally, conclude the conversation on a positive note. Wish the hiring manager and the company the best in their search for a suitable candidate. This demonstrates goodwill and reinforces your professionalism.
Here is a sample structure you can adapt for an email:
Subject: Your Name – Job Title
Dear [Hiring Manager’s Name],
Thank you again for offering me the position of [Job Title] at [Company Name]. I sincerely appreciate you taking the time to interview me and share more about this opportunity.
Please accept this email as a formal withdrawal of my acceptance. After careful consideration, I have decided to accept another role that I believe is a better fit for my long-term career objectives.
I want to sincerely apologize for any inconvenience this may cause you and your team. I have a great deal of respect for the work you do and wish you the best of luck in finding a suitable candidate for the role.
What to Avoid When Declining
Just as important as what to include in your message is what to leave out. To maintain your professional reputation, avoid the following:
- Ghosting the employer. Never disappear without any communication, as this is highly unprofessional and will almost certainly damage your reputation. You must communicate your decision.
- Lying or inventing an elaborate story to justify your decision. A simple, professional reason is all that is required, and a fabrication can easily unravel and cause more harm than being direct.
- Offering criticism. This is not the time to critique the company, the team you met, or the salary package. Voicing negative opinions will only burn bridges.
- Attempting to negotiate. Your decision to withdraw is final, so do not present it as an opportunity to solicit a counteroffer, which can be perceived as manipulative.
- Becoming overly emotional. While it is appropriate to be sincere in your apology, maintain a professional and composed demeanor throughout the interaction.
Handling Potential Consequences
After you have communicated your decision, be prepared for a range of reactions. The hiring manager may express disappointment, frustration, or even anger. They have invested time and resources into your candidacy, and your withdrawal disrupts their plans. Accepting their reaction with grace and understanding is part of the process.
Withdrawing from an offer after accepting it can have repercussions for your professional reputation. In smaller, niche industries, word of your decision may travel. This is why handling the situation with professionalism is important, as a respectfully managed withdrawal is less likely to result in long-term damage to your career.