How to Politely Decline a Job Offer (With Examples)
After a long and tedious job search, you've finally received a job offer ! That's great news, right? You put a lot of time and energy into applying for this job, and that email should feel like a breath of fresh air.
But then... the offer doesn't quite match your expectations. Or you may have realized it’s not the role you really want. Perhaps you’ve got another offer you’re more interested in. No matter the reason, the question now is, what should you do next? How do you decline a job offer?
We understand your situation, and we're here to help! Short answer: the key to declining a job offer is to do it politely and professionally. But there's more to it than that; read on and find out everything you need to know about declining a job offer.
Remember that rejecting a job offer isn't uncommon. It's a normal part of job hunting and sometimes the negotiation process. A recent Jobstreet report on “ Hiring, Compensation & Benefits ” found that 4 out of 5 Malaysians would decline job offers because they accepted another offer.
Another JobStreet research on the “Future of Recruitment” reported that Malaysians would decline good job offers for different reasons including:
- Negative experience during the selection process (54%)
- Unprofessional selection process (42%)
- Lack of flexibility to match the offer to my needs (31%)
- Doubts about company culture and values (24%)
- Doubts about my future colleagues or managers (19%)
If you do decide that a job offer isn't for you, you need to be sure of the reasons why. This isn't just for the employer's sake, but for yours as well. Once you're sure of your reasons, the next important thing to do is decline the job offer politely. Ensure that you won't burn bridges in the process. You never know – you may cross paths with the recruiter or the company in the future.
- Factors to consider before declining a job offer
- Crafting a graceful decline message to an offer
- Examples of good decline messages
- Choosing the right time and method to communicate the decision
- Tips for turning down a job offer in person
- Coping with offer decline and moving on
- Conclusion
- FAQs
Factors to consider before declining a job offer
Accepting a job offer is a big decision and it's normal to have doubts. The offer might not feel right for you, but you can decline it, even if it's difficult to do. Jeff Weiss, president of Lesley University and author of Harvard Business Review's Guide to Negotiating says, “As long as you turn it down politely with one or two good reasons — it will not stretch you enough or you want to work in a different sector — you shouldn't feel bad about it.”
Before you decide to decline a job offer, think it through and weigh the pros and cons. It's acceptable to reject a job opportunity for various reasons.
Personal reasons
Sometimes, the timing isn't right. Or you feel that something will deter you from fulfilling the tasks of the job. Or perhaps you have a family emergency that needs your attention. These are some personal reasons for rejecting a job offer.
Company culture and values
You may have done more research and learned that the company culture or values don't align with your own. This may be a good sign to reject the offer.
Compensation and benefits
Compensation and benefits are important and if they do not meet your expectations or needs (and if a possible salary negotiation isn't permitted), it may be appropriate to reject the offer.
Location and commute
Your potential employer's location can make an impact on your schedule and time. If the location or commute isn't feasible for you, it may be best to reject the job offer.
Job responsibilities and growth opportunities
After reviewing the job responsibilities and realising that the job doesn't align with your career goals and aspirations, it would be wise to decline the job offer.
Other job opportunities
You may have applied to other job openings and received an offer from another company. After giving it thought and you decide to accept another job offer, you have to provide the other employer with a message as a form of courtesy. On the other hand, you may have waited a little too long and there was no feedback so you accepted another offer.
Deciding to stay with current employer
You may have decided to stay in your present job after receiving a counteroffer. In this case, you should inform the company and the hiring manager that you are rejecting their offer.
Crafting a graceful decline message to an offer
Knowing how to decline a job offer gracefully will go a long way in maintaining a good relationship with the recruiter and the company. Keep these tips in mind when writing your message.
Thank the employer for the opportunity
Express your appreciation for the time and effort the employer has invested in the hiring process.
Inform the employer of your decision as soon as possible
When you're sure that you're going to decline the job offer, you still have to let the employer know about your intentions. Notifying them of your decision in a timely fashion will help them move forward and find another potential candidate. It's also a courtesy that you should extend to them.
Be honest and direct
Reiterate your reasons for declining the offer: explain your reasons for declining the offer respectfully and professionally.
Keep the message concise and professional
Clearly state your reasons for declining the offer, but avoid being negative or critical. Don't add any flowery praises and don't explain your reason for saying no in full detail.
Offer to keep in touch for future openings or possibilities
Let the employer know that you would be open to future opportunities with the company and that you would like to stay in touch.
Follow up with those who interviewed you
Take the extra step and send a thank-you note to the hiring manager and anyone else who interviewed you, such as the person who would have been your manager. This will help you maintain a positive relationship with them.
Examples of good decline messages
There are different ways as to how to say no to a job offer. They vary depending on why you're rejecting the offer. Use these examples as guides.
Sample decline message for a job that isn't a good fit
Subject line: Job offer – [Your name]
Dear [Employer or Recruiter's First Name],
Thank you for offering me the [Position] role at [Company]. I appreciate the time and effort you have invested in the hiring process, and I have enjoyed getting to know more about the company.
Unfortunately, after careful consideration, I have decided that this position is not the right fit for me at this time. I apologise for any inconvenience this may cause, and I want to express my gratitude for the opportunity to interview for this role. I enjoyed the conversations I had with you and the managers during the application process.
I want to thank you for your understanding, and I hope that we may have the opportunity to work together in the future.
Best regards,
[Your Name]
Sample decline message for a better offer at another company
Subject line: Job offer – [Your name]
Dear [Employer or Recruiter's First Name],
Thank you for offering me the [Position] role at [Company]. I appreciate the time and effort you have invested in the hiring process, and I have enjoyed getting to know more about the company.
Unfortunately, after careful consideration, I have accepted a job at another company. I apologise for any inconvenience this may cause, and I want to express my gratitude for the opportunity to interview for this role. I enjoyed the conversations I had with you and the managers during the application process.
I want to thank you for your understanding, and I hope that we may have the opportunity to work together in the future.
Best regards,
[Your Name]
Sample decline message for personal reasons
Subject line: Job offer – [Your name]
Dear [Employer or Recruiter's First Name],
Thank you for offering me the [Position] role at [Company]. I appreciate the time and effort you have invested in the hiring process, and I have enjoyed getting to know more about the company.
Unfortunately, after careful consideration, I will not be accepting this job offer due to personal reasons. [Insert personal reason here.] I apologise for any inconvenience this may cause, and I want to express my gratitude for the opportunity to interview for this role. I enjoyed the conversations I had with you and the managers during the application process.
I want to thank you for your understanding, and I hope that we may have the opportunity to work together in the future.
Best regards,
[Your Name]
Some examples of personal reasons can include:
- A family emergency or matter that will take time to resolve or handle
- Lack of flexibility in the new position
- You're unable to find childcare or caregiving support for your parents or spouse
- A health concern that may affect your performance
Sample decline message for deciding to stay with your current employer
Subject line: Job offer – [Your name]
Dear [Employer or Recruiter's First Name],
Thank you for offering me the [Position] role at [Company]. I appreciate the time and effort you have invested in the hiring process, and I have enjoyed getting to know more about the company.
Unfortunately, after careful consideration, I have decided to stay with my current employer. I apologise for any inconvenience this may cause, and I want to express my gratitude for the opportunity to interview for this role. I enjoyed the conversations I had with you and the managers during the application process.
I want to thank you for your understanding, and I hope that we may have the opportunity to work together in the future.
Best regards,
[Your Name]
Sample decline message after accepting the job offer
Subject line: Job offer – [Your name]
Dear [Employer or Recruiter's First Name],
Thank you for offering me the [Position] role at [Company]. I appreciate the time and effort you have invested in the hiring process, and I have enjoyed getting to know more about the company.
Unfortunately, after careful consideration, I have decided not to continue with the job offer. I apologise for any inconvenience this may cause, and I want to express my gratitude for the opportunity to be hired for this role.
I want to thank you for your understanding, and I hope that we may have the opportunity to work together in the future.
Best regards,
[Your Name]
Communicating your decision to the employer
Explaining this decision to the employer should be done as soon as you're sure that you'll decline the offer sheet.
Choosing the right time and method to communicate the decision
There is a time and place for turning down a job offer. It's more formal to send your decision via email. Not only is it formal, but it's also a paper trail that you can keep on record. Make sure that you send the email to the hiring manager you interviewed with or the HR representative who sent you the job offer. Ensure that all the details in your letter are correct including the company name and the interviewer's job title. Little details count!
Once the company has received your offer, you should anticipate that they may have questions or come back with a counteroffer for you to consider. Address these queries gracefully and professionally. You don't need to give detailed answers to their questions but make sure that your answers are acceptable. Provide ample information and don't make your response vague.
If you receive a counteroffer which does not meet your expectations, you can thank the employer for offering such and politely decline. You can reiterate your reasons for initially rejecting the job offer and then thank them for the counteroffer.
Tips for turning down a job offer in person
While email is the most common way to decline a job offer, you can also do so in person or through a call. You can reach out to the hiring manager and your would-be manager (if they interviewed you).
There's a study on the link between vocal tones and persuasion. The research shows that successful persuasion comes from three factors: focus, low stress, and stable emotions. Keep in mind that you must sound sincere and respectful. Let the hiring team know that you're grateful for the job offer but will be declining it.
Similar to writing an email, if you're doing this over the phone, show your appreciation for the time and effort that the company put into the interview process. Be respectful and courteous, and avoid negative comments.
Give a brief reason as to why you're declining the job offer. Then close your conversation by thanking them. Say that, perhaps in the future, you can explore opportunities with their company again. This way, you're not burning any bridges. Rather, you're leaving them with a good impression.
Keep in mind though that time is still of the essence here. If speaking to these people over the phone will take longer, it's best to send an email instead. You can add a sentence to the examples above that notes that you would have wanted to speak to them over the phone.
An example of this would be:
“I was hoping to reach you through a phone or video call but wasn't able to do so, and I don't want to delay the hiring process.”
Coping with offer decline and moving on
Declining a job offer is a normal part of the job search process. It could be the timing or it just doesn't feel right for you. You might feel anxious, worried that you won't find another job. Instead, maintain a positive attitude. Remember, you received a job offer. This means there are people who believe you're capable and up to take on challenges. Update your profile and keep going.
Use this rejection as a learning experience. Take notes from your application process. What were some of the questions the company asked you? What were the questions you asked during the interviews? Keep these in mind and use them for future job applications.
Conclusion
When you decline a job offer, make sure you've decided on it. There's almost no turning back from here. Knowing how to gracefully decline an offer will go a long way, if you cross paths with the company or the hiring manager in the future. Polite and professional decline messages are crucial in today's job market.
Give the hiring team the courtesy of a timely decline message. This way, you're not making them wait for you and they will have ample time to look for other candidates.
FAQs
Can I decline a job offer after I've already accepted it?
Yes, you can decline a job offer after accepting it. If you decide to do this, make sure you inform the employer as soon as possible since they're most likely preparing for your first day.How long should I wait before declining a job offer?
Hiring managers and HR representatives will often wait from one to 3 for candidates to decide on their offer. While they're willing to wait and you can maximise this window, if you've made your decision – inform them as soon as possible so they can interview other applicants.Should I explain why I'm declining the offer?
Yes but don't go into full detail. Employers don't need to have the full picture but they do need to understand why you said no.How do I decline a job offer without burning bridges?
Declining job offers without burning bridges is possible. Make sure that you inform the employer as soon as possible that you're saying no. Check that your rejection letter is polite and professional. Keep it concise without going into great detail as to why you're not accepting the position.What should I do if I change my mind after declining a job offer?
If you change your mind after you've sent your rejection letter, first check if the position hasn't been filled yet. If it's still open, call the hiring manager or HR representative who sent the job offer. It's better to call rather than send an email so they can hear your sincerity. Be honest and explain why you initially rejected the offer and why you changed your mind.
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