Declining a job offer after accepting another places you in a delicate professional situation. The primary objective is to withdraw your acceptance respectfully, maintaining the positive relationships you have built throughout the interview process. This ensures your professional reputation remains intact.
The Importance of Declining Professionally
The professional world is smaller than it often appears, and how you handle turning down an offer can impact your career. Recruiters and hiring managers move between companies and may share information about candidates. Declining an offer with professionalism is about preserving your reputation.
When you communicate your decision thoughtfully, you show respect for the time and resources the company invested in you. This courtesy helps prevent burning bridges and keeps the door open for future opportunities. A positive final impression can lead a hiring manager to consider you for other roles or recommend you to their network.
Conversely, a poorly handled declination, such as disappearing without a word, can damage your standing. It can label you as unreliable or unprofessional, which could have lasting consequences. The goal is to ensure that even in declining, you are seen as a considerate professional.
Choosing the Right Method to Decline
When communicating your decision, the choice is between an email or a phone call. Email is the most common and accepted method because it provides a formal record of your communication. It gives the hiring manager space to process the information and allows you to carefully craft a polite, clear, and professional message.
A phone call can offer a more personal touch and might be considered if you developed a strong rapport with the hiring manager. However, this method can create an awkward conversation for both parties. The hiring manager may feel compelled to ask follow-up questions you are not prepared to answer, or the conversation could become tense.
For most situations, an email is the recommended approach. It strikes a good balance between being direct and respectful, and it provides a written notification that can be easily forwarded to other stakeholders, such as human resources.
Key Elements to Include in Your Message
Your message should convey respect and finality. Begin by expressing genuine gratitude for the offer. Thank the hiring manager and the company for the opportunity, and a personalized touch, like mentioning something you enjoyed about the process, can show your appreciation is sincere.
After expressing gratitude, clearly and directly state your decision to avoid ambiguity. A simple sentence, such as, “After careful consideration, I have decided to decline your offer of employment,” is sufficient. This clarity prevents any misunderstanding or hope that you might reconsider.
It is customary to provide a brief reason, but you do not need to go into extensive detail. Citing that you have accepted another position more aligned with your career goals is an acceptable explanation. Finally, close the message by wishing the company well in their search for a suitable candidate.
What to Avoid Saying
Just as important as what you include is what you leave out. To maintain a positive relationship, avoid any statements that could be perceived as negative or unprofessional.
- Never criticize the company, the interview process, the team you met, or the salary offer. Providing negative feedback at this stage is unhelpful and can burn bridges.
- Do not attempt to use the other job offer as leverage for a better counter-offer. Introducing a bidding war at this point is unprofessional and will likely backfire.
- Communicate your decision in a timely manner. Ghosting an employer by delaying your response or not showing up is highly unprofessional and disrespectful.
- Avoid providing long, elaborate, or fabricated excuses. A concise and honest reason is more professional than a complicated story.
Declining an Offer Letter Template
Subject: Job Offer – [Your Name]
Dear [Hiring Manager 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. I truly enjoyed learning more about your team and the company.
After careful consideration, I am writing to inform you that I will be declining the offer as I have decided to accept another position that is more closely aligned with my current career goals.
This was not an easy decision, and I want to express my gratitude for your generous offer. I have a great deal of respect for the work you do and wish you and [Company Name] all the best in finding a suitable candidate for this role.
Sincerely,
[Your Name]