Receiving an internship offer is a milestone, but sometimes the right decision is to decline. Knowing how to reject a professional offer with grace and respect is a skill that demonstrates maturity and sets a positive tone for future interactions.
Why Declining Professionally Matters
How you decline an internship can have lasting career implications. Industries can be small, and professional reputations travel quickly, so declining an offer respectfully ensures you do not burn bridges. The hiring manager you turn down today could be in a position to hire you for a different job years from now. Acknowledging the company’s investment of time and resources shows respect and preserves goodwill, helping you build a positive professional network.
Key Elements of a Decline Message
A well-crafted decline message contains a few components to convey your decision respectfully. The first step is to express genuine gratitude. Thank the hiring manager and the company for the offer and for the time they invested in you during the interview process. This acknowledgment sets a gracious tone.
Following gratitude, state your decision clearly and directly. Ambiguity can lead to confusion, so a straightforward sentence like, “After careful consideration, I have decided to decline the offer,” is effective. This clarity respects the hiring manager’s time, allowing them to move on to other candidates.
While not mandatory, providing a brief and positive reason for your decision is a helpful gesture. You do not need to go into extensive detail. A simple explanation, such as accepting a role that more closely aligns with your career goals, is sufficient. Keep the reason concise and avoid any negative comments about the company, role, or compensation.
Finally, a forward-looking statement can help maintain the relationship. Express your continued interest in the company and its mission, perhaps mentioning you were impressed by the team. Stating that you hope to cross paths in the future suggests your decision was about the specific opportunity, not the organization as a whole.
How to Deliver the Message
The most common and accepted method to deliver your decision is email. An email provides a written record of your communication and is non-intrusive. This allows the hiring manager to read and process the information at their convenience.
A phone call can be a more personal touch, especially if you developed a strong rapport with the hiring manager. If you choose this route, be prepared with a brief script and follow up with an email confirming your decision. Regardless of the method, timeliness is a priority. Inform the company of your decision as soon as you have made it so they can proceed with their hiring process.
Sample Templates for Declining an Internship
Here are two templates that can be adapted to your specific situation.
This first template is a standard approach for when you have accepted another position. It is direct, positive, and maintains a professional connection.
Subject: Internship Offer – [Your Name]
Dear [Hiring Manager’s Name],
Thank you so much for offering me the internship position at [Company Name]. I sincerely appreciate you taking the time to speak with me and share more about this opportunity.
After careful consideration, I have decided to accept an offer from another company. This was a difficult decision, but the other role is more closely aligned with my immediate career goals.
I was very impressed with [Company Name] and your team. I hope our paths cross again in the future.
Sincerely,
[Your Name]
This second template is suitable for when your reasons are more personal or academic and you prefer not to share specifics. It remains gracious and keeps the door open.
Subject: Internship Offer – [Your Name]
Dear [Hiring Manager’s Name],
Thank you again for the generous internship offer. I truly enjoyed learning more about [Company Name] and the exciting work you are doing.
While I was very impressed with the opportunity, I must unfortunately decline at this time. Due to a shift in my academic and personal priorities for the upcoming term, I will be unable to commit to an internship.
It was a pleasure getting to know you, and I wish you the best in finding a suitable candidate. I hope we can stay in touch for future opportunities.
Best regards,
[Your Name]
Common Mistakes to Avoid
When declining an offer, avoid certain missteps that can damage your professional reputation:
- “Ghosting” or simply never responding to the offer. This is highly unprofessional and may result in being blacklisted by the company.
- Being overly vague or apologetic in your decline. Be confident and clear in your communication, as excessive apologies can seem insincere.
- Providing too much detail or a negative reason for your decision, such as complaining about the offered pay or company culture.
- Attempting to use the decline as a negotiation tactic after you have already made your decision, which is disrespectful of the employer’s time.