At some point, you may have to turn down a job, perhaps because it isn’t the right fit or you found a better opportunity. But how do you decline the offer without burning bridges with the hiring manager or recruiter?
If you want to ensure you’re coming across as polite and professional, keep reading to learn more. We cover things like how to turn down a job offer, common reasons you might decline a job, and what to avoid when declining a job offer.
How to turn down a job offer
Perhaps most importantly, let the recruiter or hiring manager know your decision right away, and show appreciation for their interest. These gestures can go a long way in showcasing your professionalism.
While timeliness and appreciation are good first steps, there’s a little more to it than that.
Don’t wait until the last minute
As we said, one of the biggest things you can do is send the recruiter a timely response. By responding as soon as possible, you help minimize any inconvenience and show that you value the hiring manager’s time. This way, they continue their candidate search and find someone else for the role. The manager will notice and appreciate your courtesy and professionalism.
Show appreciation for their time
As we said, thanking the hiring manager is one of the most important components of professional declining an offer. Recruiting managers often spend a lot of time looking for the best candidates. Likely, they’ve not only read your resume, but have also talked about you in meetings, discussed you with upper management, compared you against other candidates, and even combed through your online profiles.
Being thankful for both the opportunity and their time can go a long way in creating a good relationship with a potential employer.
Part of showing appreciation is personalizing your message. Say more than “Thank you for your time.” Pick something specific you spent time doing with them: “I appreciate the time you took to explain to me the company’s travel protocols and team management apps …”
Personalizing your message in this way demonstrates that you take the opportunity seriously and value the company’s interest in you.
Provide a reason for declining
In your rejection, provide a valid reason you can’t accept the offer. Avoid mentioning any negative points about the hiring process, the position, or the company.
One tactic is to explain that another offer more closely aligns with your current interests and goals. This leaves the door open for future opportunities.
Another method is to mention that the work schedule or the commute isn’t ideal for your current situation.
If you can’t think of anything along those lines, a simple, “I’ve decided to remain in my current position [or, take a position with another company],” will suffice.
Be straightforward
Take a straightforward approach in your job offer rejection letter, email, or phone call. Resist the temptation to over-explain any details of your rejection. Simply provide the main reason you can’t take the position.
If you’re considering staying in your current position or have a better offer, for example, tell the hiring manager without providing any specific details (like names).
Offer to stay in touch
Offering to stay in touch can boost your chances of being considered for future opportunities and expand your professional network. Consider connecting with the hiring manager on social media through a professional platform like LinkedIn. By keeping the networking door open, you prove your interest in the company and might even be able to grow your professional contacts.
What to avoid when declining a job offer
Some things to avoid when declining a job offer include:
- Don’t be informal. Avoid being overly friendly and informal when communicating with recruiters. Rejecting the offer is a business decision, so keep any interactions business-like. Adopt this approach irrespective of whether you communicate through email, phone, or letter.
- Avoid being brutally honest. Although honesty is a good thing, don’t go overboard when stating your reasons for declining a job offer. Leave out harsh details like your negative opinion of their interview process.
- Don’t leave the recruiter hanging. Although rejecting a job offer can be nerve-wracking and unpleasant, you shouldn’t procrastinate or ignore the recruiter. Doing so might result in severed ties with the company. A simple acknowledgment goes a long way in leaving doors open for future opportunities.
- Don’t make promises you can’t fulfill. If the hiring manager tries to convince you to take up the position, don’t agree to anything if you’re unwilling to reconsider.
Words and sentences to use when declining
A recruiter’s perception of your rejection message depends on the words you use and how you phrase them. Below are some tips to help you decline a job offer respectfully and gracefully.
- Start your message with a “Thank you.” Thanking the employer shows that you’re considerate of the time and effort put into the job interview process.
- Clearly state your rejection. Don’t forget to tell the recruiter that you’re declining the opportunity. An example would be, “However, I have to decline the opportunity.”
- Express the desire to keep in touch. To keep the doors open for future job opportunities, let the hiring manager know you’re open to keeping in touch. You can phrase the sentence like, “It was a pleasure meeting you and I’m looking forward to keeping in touch. I just sent a LinkedIn connection request.”
Sample letter to turn down a job offer
When informing the hiring manager about your decision not to accept a job offer, it’s important to compose a carefully worded email message. You should prioritize turning down the job opportunity gracefully. The message should incorporate a professional greeting, appreciation for the opportunity, and your reasons for declining.
Here’s an email example to get you started.
Subject line: Job offer – [Your name]
Dear Mr./Mrs./Ms. [the hiring manager’s name],
Thank you for the opportunity. I am grateful that you value my skills and want me to be part of your team.
However, after careful consideration, I’ve decided that I am unable to accept the offer. I recently moved to a new home located in another city, and my daily commute would be challenging..
That said, I hope to stay in touch in case my circumstances change again.
Thanks again,
[Your name]
[Contact information]
Should you decline the job over the phone or by email?
After making the difficult decision to reject a job offer, you might wonder how best to break the news. Phone and email each have their pros and cons.
Declining a job offer over email
Pros
- You can review and edit your email message several times before hitting the send button
- An email doesn’t disrupt the recruiter’s workflow
- Email can be less stressful than a phone call
Cons
- The message may reach the wrong person or go to spam
- The recruiter may feel an email is less professional
- Typos or grammatical errors might slip through
Declining a job offer over the phone
Pros
- You can engage in a two-way conversation with the hiring manager
- The recruiter can hear the sincerity in your voice
- You can go into more detail about why you are declining the job offer
Cons
- You can’t review phone calls
- It takes time out of the recruiter’s day
- If the hiring manager isn’t around, they might miss your call
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