Deciding to decline a job offer can be a stressful process. However, handling this situation with professionalism is a strategic career move. It preserves your reputation and keeps the door open for future opportunities with the organization.
The Best Way to Decline a Job Offer
Once you have made the firm decision to decline a position, communicate your choice promptly. Informing the employer within 24 to 48 hours is a professional courtesy that allows them to move forward with their hiring process without delay. Stringing an employer along after you have made up your mind can harm your standing.
The standard method for declining an offer is via email. An email provides a written record of your communication and ensures your message is received directly by the hiring manager. It also allows you to carefully craft your words to be polite and clear.
While email is the primary method, a follow-up phone call can be a considerate gesture, especially if you have built a strong rapport with the hiring manager. This personal touch can reinforce the positive impression you have made. Even if you opt for a phone call, you should still send a formal email to document your decision.
What to Include in Your Response
Your email should be structured to convey your decision clearly while maintaining a positive relationship. A clear and professional subject line is the first step, such as “Job Offer – [Your Name]” or “Declining Job Offer for [Job Title] – [Your Name]”.
Begin the body of the email by expressing gratitude for the offer. Thank the hiring manager and the team for their time and the opportunity to learn about the company. This acknowledgment shows respect for their effort.
Following the expression of gratitude, state your decision clearly and directly. Use unambiguous language to avoid confusion, for example, “After careful consideration, I have decided to decline the offer.” A straightforward statement is most effective.
Providing a brief, positive reason for your decision can be a courteous gesture, though it is not required. You might mention accepting a role that better aligns with your career goals. Conclude the email on a positive note, wishing the company well and expressing hope to stay in touch.
Common Mistakes to Avoid
One of the most significant missteps is “ghosting,” where you simply cease all communication with the employer. This is widely considered unprofessional and can burn bridges, not just with the specific company but within the broader industry.
Another common error is delaying your response. Waiting too long to inform the employer of your decision is discourteous and can disrupt their hiring timeline. Promptness demonstrates respect for their time.
Being overly critical or negative in your feedback is another pitfall. Even if your decision is based on dissatisfaction with the salary or company culture, it is best to frame your reason diplomatically. Providing harsh criticism can appear unprofessional and close the door on future opportunities.
Finally, avoid being dishonest about your reasons for declining. Fabricating a reason can backfire if the truth later comes to light. Attempting to use the declination to leverage a counteroffer can also be perceived as disingenuous if you have no real intention of considering it.
Sample Job Offer Declination Emails
General Declination Email
Subject: Job Offer – [Your Name]
Dear [Hiring Manager’s Name],
Thank you very much 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.
After careful consideration, I have decided not to accept the position at this time. This was a difficult decision, and I want to express my gratitude for your offer.
I truly enjoyed learning more about your team and wish you all the best in finding a suitable candidate for the role. I hope our paths cross again in the future.
Best regards,
[Your Name]
Declining for a Better Opportunity
Subject: Job Offer Response – [Your Name]
Dear [Hiring Manager’s Name],
Thank you so much for the generous offer for the [Job Title] position. I am grateful for the time you and your team dedicated to the interview process, and I was very impressed with [Company Name].
After much thought, I have decided to accept another position that I believe aligns more closely with my current career goals and aspirations. This was not an easy decision, but it is one that I feel is right for my professional path at this time.
I have a great deal of respect for the work you do and hope to stay in touch. I wish you and [Company Name] continued success.
Sincerely,
[Your Name]
Declining Because the Role Isn’t the Right Fit
Subject: Job Offer – [Your Name]
Dear [Hiring Manager’s Name],
Thank you again for offering me the role of [Job Title] at [Company Name]. I truly appreciate you and your team investing time in getting to know me.
After careful reflection on the position and my long-term career objectives, I have concluded that this role is not the ideal fit for me at this stage. I believe it is important for both the company and the employee that there is strong alignment.
It was a pleasure to learn more about your organization, and I hold your team in high regard. Thank you again for the opportunity, and I wish you the best in your search.
Warmly,
[Your Name]
How to Respond to a Counteroffer
After you have declined a position, the company may come back with a counteroffer. This is a revised proposal, which could include a higher salary or better benefits, to persuade you to reconsider. It is wise to be prepared for this possibility.
If you are not interested in the counteroffer, politely but firmly reiterate your decision. Thank the hiring manager for the enhanced offer, but clearly state that your decision remains unchanged. A simple and direct response is sufficient.
Should the counteroffer be appealing, it is acceptable to take time to evaluate it. Thank the employer for the new offer and inform them that you would like time to review it. Provide a clear timeline for when they can expect your final decision.