Navigating multiple job offers is a favorable position, but it introduces the delicate task of turning one down. The process of declining an offer requires a thoughtful approach to maintain a positive professional image and show respect for the company’s time.
The Importance of Declining Professionally
How you decline a job offer can have a lasting impact on your professional reputation. The business world is smaller than it seems, and people you interact with could be future colleagues or clients. Declining an offer gracefully ensures you do not burn bridges, keeping future opportunities open.
A professional declination also reinforces the positive impression you made during the interview process. This final interaction reflects your character, leaving the hiring manager with a favorable memory of you.
Choosing Your Communication Method
Deciding how to deliver your message—by phone or email—is your first practical step. A phone call is a more personal and direct method of communication. It allows for a real-time conversation, which can convey sincerity and respect, and gives the hiring manager an opportunity to ask questions. This method is best if you have developed a strong rapport with the hiring manager.
An email provides a written record of your decision and gives you time to carefully craft your message. This option is appropriate for more formal hiring processes or when your interactions have been primarily digital. Consider the relationship you’ve built; a personal connection warrants a phone call, while a less personal process makes email an acceptable choice.
What to Include in Your Message
Whether you choose to call or write, the structure of your message should be thoughtful and concise. Your goal is to be clear, appreciative, and professional, leaving no room for misunderstanding while preserving the relationship.
- Express gratitude. Begin by sincerely thanking the hiring manager for the offer and for their time. Acknowledge the effort they and their team invested in the interview process. You can mention something specific you enjoyed, such as meeting the team, to show your appreciation is genuine. This sets a positive and respectful tone for the conversation.
- State your decision clearly. After expressing thanks, state your decision directly and without ambiguity. Avoid vague language that might suggest you are still considering the role. A simple sentence is most effective, such as, “After careful consideration, I have decided to decline the offer.” This clarity helps the hiring team move forward promptly.
- Keep it brief and positive. There is no need to provide an exhaustive explanation for your decision. A brief, positive statement is sufficient. You can say that you have accepted another position that better aligns with your current career goals. Avoid comparing offers or providing negative feedback about the company or the role unless you are asked for input.
- Offer well wishes. Conclude the communication on a forward-looking and positive note. Wish the hiring manager and the company success in finding a suitable candidate. Reiterate your appreciation for the opportunity and, if appropriate, express a desire to stay in touch professionally. This helps to solidify a positive lasting impression.
Handling a Previous Verbal Acceptance
Retracting a verbal acceptance is a more delicate situation that requires immediate and careful handling. Because you are going back on a commitment, this scenario requires a phone call. An email is too impersonal and can be perceived as disrespectful. Inform the employer as soon as you have made your final decision to minimize any inconvenience.
When you call, begin by sincerely apologizing for the change in circumstances. Be direct and honest about your decision, but avoid excessive detail about the other offer. Acknowledging that you may have put them in a difficult position shows you understand the gravity of the situation and respect their process.
What to Do After You Decline
After you have communicated your decision, the company may present a counteroffer. If you are not interested, politely but firmly reiterate your decision, stating that you have already committed to another role.
The hiring manager might also ask for feedback on their hiring process. If you are comfortable doing so, providing constructive and professional feedback can be a helpful gesture. Keep your comments focused on the process and avoid any negative personal opinions.