Receiving a job offer is an exciting validation of your skills and experience. However, not every offer aligns with your personal circumstances or long-term professional ambitions, placing you in the delicate position of needing to decline. Navigating this situation requires a thoughtful approach to maintain a positive professional reputation.
Why You Should Always Decline Politely
The decision to reject a job offer should be handled with courtesy. Industries, particularly niche ones, can be smaller than they appear, and news of unprofessional behavior travels quickly. A poorly handled rejection can damage your reputation with a manager and their professional network, while a polite decline preserves the relationship you built during the interview process.
Maintaining this positive connection can also leave the door open for future possibilities. The company may have your ideal role available in a few years, or the hiring manager could move to another company and remember you favorably. Declining respectfully is a strategic way to manage your career.
How to Politely Decline a Job Offer
Respond Promptly
Once you have made the decision to decline, inform the employer as soon as possible. Delaying your response can hold up their hiring process, as they may be waiting on your answer before extending an offer to another candidate. A prompt reply shows respect for the time and resources the company invested.
Choose the Right Method
An email is the most common way to decline an offer, as it provides a written record and allows you to construct your message carefully. A phone call can be a more personal touch, especially if you developed a strong rapport with the hiring manager. Consider the company’s culture and your relationship with the interviewer when deciding on the best approach.
Express Gratitude
Begin your communication by sincerely thanking the hiring manager and the company for the offer. Acknowledge the time and effort they dedicated to interviewing you and considering your application. This positive opening sets a courteous tone for the message.
State Your Decision Clearly
After expressing thanks, state your decision to decline the offer directly. Use clear language to avoid confusion, such as, “After careful consideration, I have decided to decline the offer.” Being straightforward is more professional than being vague, which could give the employer false hope.
Give a Brief Reason
Providing a reason for your decision is often appreciated but not always required. If you choose to share one, keep it brief, professional, and positive. Citing that you have accepted another role that better aligns with your career goals or that the position is not the right fit for you at this time are acceptable explanations. There is no need to go into extensive detail or mention specifics like salary unless you are comfortable doing so.
Keep the Door Open
Conclude your message on a positive note. Express that you hold the company in high regard and enjoyed learning more about their team. You can also mention that you hope your paths cross again or that you would be interested in future opportunities with the company. This gesture helps solidify the positive relationship.
Sample Rejection Email 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. It was a pleasure to learn about your team and the impactful work you are doing.
After careful consideration, I have decided to decline this offer. This was not an easy decision, as I was very impressed with your organization’s mission and culture. However, I have accepted another position that I believe is a better fit for my long-term career goals at this time.
I want to express my genuine gratitude for your time and consideration. I have great respect for your team and wish [Company Name] continued success. I hope our professional paths cross again in the future.
Best regards,
[Your Name]
What to Avoid When Declining an Offer
Certain actions can harm your professional standing when turning down a job. The most damaging mistake is “ghosting,” or ceasing all communication with the employer after receiving the offer. This is highly unprofessional and can tarnish your reputation, so always provide a formal response.
Avoid being overly critical of the company, the role, or the salary. If compensation was the primary reason for your decline, frame it carefully by stating it did not align with your financial goals, rather than criticizing the offer. Providing dishonest reasons is also a misstep, as a simple explanation is better than a lie that could be discovered later.
Finally, be cautious when using an offer as leverage with your current employer. If you leverage the offer and your employer counters, only for you to decline the new offer anyway, it can be perceived as acting in bad faith. This can burn bridges with the offering company.