Deciding to turn down a job offer is a standard part of navigating a career. The primary objective when declining is to do so gracefully, maintaining the professional relationship you have built. A polite and thoughtfully composed refusal protects your personal brand and keeps the door open for any future roles that may be a better match with the organization.
Key Considerations Before You Decline
Before you communicate your decision, be certain that declining is the right choice for your career path. Once you have made your final decision, acting promptly is a sign of respect for the hiring manager’s time. Delaying your response can hold up their hiring process, as they may need to extend an offer to another candidate.
The standard method for declining an offer is through email. This provides a written record of your communication and allows you to carefully construct your message. A phone call can be a considerate, personal touch, especially for a senior-level position or if you developed a strong rapport with the hiring manager, but it should be followed up with a formal email.
What to Include in Your Message
Your message should begin with a clear and professional subject line, such as “Job Offer – [Your Name],” to ensure it is noticed and opened promptly. Start the body of the email by expressing sincere gratitude for the offer and for the time the team invested in you.
Following the expression of gratitude, state your decision directly. A sentence such as, “After careful consideration, I have decided to decline the offer,” is clear. While not mandatory, providing a brief and positive reason can be helpful. For instance, mentioning you have accepted a role that better aligns with your long-term career goals is a professional way to explain your choice without going into unnecessary detail.
Finally, conclude your message with a positive closing statement. Wish the company and the hiring manager well in their search for a suitable candidate.
What to Avoid Saying
Avoid any criticism of the company, the salary offered, the team you met, or the interview process itself. Providing negative feedback can be perceived as unprofessional and will likely burn bridges, closing off any potential for future opportunities with the organization.
Keep your explanation for declining brief and to the point. There is no need to provide a long, complicated story or over-explain your decision. Being concise is respectful of the reader’s time. It is also important to be honest; do not invent a fake job offer or lie about your reasons.
Resist the temptation to use the offer as leverage for a counteroffer from another company. This can damage your professional reputation. Lastly, maintain a formal tone throughout your communication. Avoid using overly casual language, slang, or emojis, as these can come across as unprofessional and diminish the sincerity of your message.
Example Email for Declining a Job Offer
> Subject: Job Offer – [Your Name]
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> Dear [Hiring Manager Name],
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> Thank you so 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. I was very impressed with the team and the company’s mission.
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> After careful consideration, I have decided to decline your offer at this time. This was not an easy decision, but I have accepted another role that I believe is a better fit for my long-term career goals.
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> I truly enjoyed learning more about your organization, and I wish you and [Company Name] all the best in finding a suitable candidate for this role. I hope our paths cross again in the future.
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> Best regards,
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> [Your Name]
Tips for Customizing the Example
To make your message more genuine, consider personalizing the template. One effective way to do this is by mentioning a specific person you enjoyed speaking with during the interview process. Referencing a particular conversation or a positive aspect of the interview can make your message more memorable and sincere.
You can also reference a specific, positive attribute of the company that impressed you. For example, you might mention being impressed by their commitment to innovation or their unique company culture. This shows that you were paying attention and genuinely engaged during the hiring process.
Finally, adjust the tone of the email to match the formality of the company culture you observed. If the company had a more relaxed and informal communication style, you might slightly soften the language. Conversely, for a very formal organization, you should ensure your message maintains a high degree of professionalism.