How to Politely Decline a Job Offer (With Examples and Email Templates)

Introduction

The job search is like an exciting adventure, full of ups and downs, interviews, and… offers! We all dream of getting that long-awaited offer, but what if instead of it, you get something completely different from what you expected? Or you already have cooler and more interesting options that you want to give your preference to. All these are normal life situations in which absolutely anyone can find themselves. The main thing is to know how to react to them and formulate a polite refusal. After all, you need a professional way to reject a job offer. This is not only a matter of etiquette but also reputation, as well as the opportunity to maintain contact and good relations with a potential employer for the future (you never know what might happen!).

Why You Might Need to Decline a Job Offer

So, imagine: you spent time and effort preparing a resume, went through a series of interviews, several stages of selection, and, perhaps, even meeting the team… And finally, you are offered a dream job! But… you encountered one of the following reasons, due to which you want to decline a job offer:

• Better Opportunities Elsewhere

This is perhaps the most common and understandable reason for refusal. Sometimes it happens that you are made several offers at once, and you get a priceless chance to choose the best one. Or you received an offer from a competitor company, which may not be exactly what you were looking for, but which wants you and therefore offered a higher salary and special conditions. It's not uncommon for a person to send a resume to several places at once, right? Otherwise, there is a risk of wasting time and being left without money. In short, betting on one company is too risky, so there is nothing wrong with the reason "I have a better option, sorry." After all, in the labor market, not only are you chosen, but you also choose - remember that.

• Salary or Benefits Do Not Meet Expectations

It's no secret that salary is one of the most important factors when choosing a job. No one hopes that you are ready to work for free "in the name of a common idea" (even if employers would very much like to believe it). It also happens that what is written in the vacancy on the website is one thing, but in reality, it turns out to be another, in the spirit of "Oh, this is with bonuses, but the salary is $5." It also happens that there are force majeure situations when the company physically cannot offer you the amount that it promised at the beginning, due to certain circumstances, or you, as a specialist, are worth more and understand this.

In addition to salary, you should pay attention to other benefits that the company offers: medical insurance, meal payment, training, flexible schedule, etc. If the benefits package does not meet your needs, this can also be a valid reason for refusal. You should never settle for less, otherwise, you may miss out on more.

• Incompatibility of Corporate Culture or Values

Corporate culture is not just words written on the company's website. It is the atmosphere that reigns in the team, the attitude towards employees, the values ​​that people share. Don't forget that you still have to work with them five days a week. Are you ready to communicate with them on an ongoing basis? If the corporate culture of the company is not close to you, the job can turn into a real torture, even if it is only an uncomfortable uniform made of synthetics.

It also happens that the ideology of the employee is at odds with the ideology of the company. For example, you value freedom and creativity, and the company adheres to strict rules and formalities. What to do? It is better to refuse such an offer if you are not sure that you can adapt, because in this case, conflicts and subsequent dismissal are likely.

Advice! Before accepting an offer, be sure to study the corporate culture of the company. Read employee reviews, talk to those who already work in this company, pay attention to the atmosphere during interviews. This will help you understand how comfortable you will be working in this company.

• Personal Difficulties or Relocation

Sometimes circumstances are such that you simply cannot accept a job offer, even if you really like it. These may be personal difficulties, such as the illness of a loved one, the need to care for a child or elderly relative. Or, for example, you need to move to another city or country, and the company cannot offer you remote work.

In such situations, it is important to be honest with the employer and explain the reason for the refusal. Remember that life is unpredictable, and no one is immune from such situations. The employer is likely to be understanding of this.

The reasons may be different, ranging from "I just realized that I want something else" to "I didn't like the manager" or "It turned out to be too long to get to the workplace in practice." Always assess your desires and capabilities, compare them with other areas of your life that also deserve attention, and with ambitions and expectations from the profession. If you have a career plan, make sure that this company provides you with the necessary route.

How to Decline a Job Offer Professionally

So, you have decided to politely decline a job offer. However, politely is a broad concept. How to do this not just politely, but as correctly as possible, so as not to spoil relations with the employer? Here are a few important rules:

• Answer Quickly and Politely

Do not delay with the answer. The sooner you inform about your decision, the better, because the employer will have time to find a replacement for your place, where a whole bunch of things have probably already accumulated. By delaying with the answer, you can put the company in an awkward position and even provoke an internal crisis if the functioning of important departments depends on a vacant position.

For this reason, try to respond within a few days of receiving the offer. If you need more time to make a decision, also immediately inform the employer about this. Indicate a specific date by which you undertake to give an answer. Do not forget about politeness: address the manager by name, wish the company success and prosperity, share positive emotions from the interview.

• Express Gratitude for the Opportunity Provided

Start your letter or message with thanks. For example, "Thank you very much for the opportunity" or "I am very grateful for your offer." This will show that you appreciate the efforts that have been made to consider your candidacy.

• Indicate a Clear Reason (But Briefly)

The employer does not need to delve into the intricacies of your family drama or know all the conditions that you were offered at another workplace. Yes, the employer may ask you for details, so that, perhaps, he understands how to increase the attractiveness of his own company, but until then, limit yourself to an honest and understandable couple of phrases. Stay professional and separate this very professional from the personal.

If you received another offer, write so: "I received an offer from another company that meets my career goals." If the salary does not meet your expectations, write: "Unfortunately, the proposed salary does not meet my current financial needs."

• Leave the Door Open for Future Opportunities

Don't burn bridges! Even if you do not accept the offer now, you may want to return to this company in the future. Therefore, it is important to leave the door open for future opportunities. How to do it?

At the end of the letter or message, despite the fact that you are saying no to a job offer, express hope for possible cooperation in the future. For example, "I would be glad to consider the possibility of cooperation with your company in the future" or "I hope that we will still be able to work together." This will show that you are open to communication and are ready to consider other offers from this company in the future.

Email Templates for Declining a Job Offer

To make it easier for you, here are a few declining job offer examples. Just adapt them to your situation:

Template 1: Declining Due to Accepting Another Offer

Dear [Recruiter/Employer Name],

Thank you for offering me the [Job Title] position at [Company Name]. I am very grateful for the opportunity provided to me.

After careful consideration of all the offers, I have accepted an offer from another company that better meets my career goals at the moment.

Thank you again for your time and attention. I wish you and the company [Company Name] success and prosperity, and I hope that, perhaps, we will still be able to work together, because your company is truly amazing and worthily occupies the leader of the niche.

Sincerely,

[Your Name] [Your Contact Information]

Template 2: Declining Due to Personal Reasons:

Dear [Recruiter/Employer Name],

Thank you for offering me the [Job Title] position at [Company Name]. I was very happy to receive such an offer.

Unfortunately, after more detailed consideration, I am forced to turn down a job offer for personal reasons. [Briefly state the reason, for example: "At the moment I cannot move to another city" or "I must devote more time to family circumstances"]. I am very sorry that this happened, but I hope that my difficult situation will change in the future. Then I would be happy to try again to become part of your company, if there is such an opportunity.

I was glad to meet you and learn more about the company [Company Name]. I wish you and your team all the best.

Sincerely,

[Your Name] [Your Contact Information]

Template 3: Turn down a job offer but keep the door open

Dear [Recruiter/Employer Name],

Thank you for offering me the [Job Title] position at [Company Name]. I appreciate your offer and the time you have devoted to my candidacy.

After careful analysis, I decided to accept another offer, which at the moment seems more suitable to me.

I was impressed by [Specify what impressed you: "corporate culture", "team", "interesting projects"]. I would be happy to consider the possibility of cooperation with your company in the future, if your company and I have such an opportunity.

I wish you and the company [Company Name] all the best and hope for further contacts.

Sincerely,

[Your Name] [Your Contact Information]

Important! Do not send an email with a message about declining a job offer email at night or during non-working hours. Do this during the employer's working hours, which you know, in the morning at the beginning of the day or after lunch - this is accepted by job offer rejection etiquette.

Common Mistakes to Avoid When Turning Down a Job Offer

To make declining a job offer go smoothly, it is important to avoid common mistakes. These primarily include:

• Formulations too vague or too detailed

You shouldn't write too much or too little. You need a golden mean. If you do not want to go into details, one or two phrases are enough. Avoid vague formulations that may mislead the employer. On the other hand, you do not need to go into details and talk about all your problems. Be brief and clear.

For example, instead of writing: "I don't like your office, your colleagues, your tasks, and in general, it seems to me that this is not mine," it is better to write: "Unfortunately, my values ​​at the current moment in life do not coincide with the values ​​of the company and it seems to me that I am not quite suitable for working in this team. I wish you to find the best candidate for this position!"

• Delaying the answer for too long

You shouldn't pull the cat by the tail. The longer you think, the more the employer hopes for you. The position is idle, and the entire business suffers from this. In addition, it is infantile behavior - avoiding conversation in order to avoid feelings of fear and conflict (there will be no conflict, don't worry, everyone here is an adult). If you already know/feel that you want to refuse a job offer, admit it immediately and do not maintain any "special" pauses.

• Ending the communication on a negative note

You shouldn't speak badly about the company, criticize it, or express negative emotions. Remember that you may encounter this employer or his representatives in the future, remember this. For the same reason, do not rush to write reviews about the company on the Internet and do not end correspondence with employers with recommendations on "improving working conditions" unless you are directly asked to give advice. If there was any misunderstanding in the spirit of the fact that the employer expected that you would start working tomorrow and "was disappointed in you," then apologize and make every effort to ensure that no one harbors resentment. Answer all questions and clarify the situation as much as possible before saying goodbye to it.

FAQ

Here we have collected the most popular questions that may arise in you in the event that you need to say no to a job offer, and to which we have not yet answered in other sections of the article.

• Can I/How to Decline a Job Offer After Accepting?

Yes, theoretically, you can reject a job offer even after you have accepted it. However, this is not the best situation, and it should be resorted to only in the most extreme case when some force majeure has occurred. If you have signed an employment contract, you will most likely have to terminate it in accordance with the law.

For this reason, before accepting an offer, carefully consider all the "pros" and "cons." If you have already accepted the offer, but changed your mind, inform the employer as soon as possible. Be prepared that he may be disappointed, and you will still part with him on a negative note. If necessary, apologize, admit your wrong and that you acted irresponsibly, also explain why this happened.

• How Do I Respectfully Decline a Job Offer Over the Phone?

The procedure here is actually exactly the same as with a letter, but you need to consider some nuances.

Step 1. Before calling, prepare a clear explanation of the reason for the refusal, write down the employer's name and address him by name at the beginning of the call. Specify why you are calling ("I am about your job offer…").

Step 2. Also start with thanks for the offer and the time spent.

Step 3. Explain the reason for the refusal in 2-3 sentences, just as you would in correspondence.

Step 4. Show that you understand the possible feelings of the employer, and that you are sorry that you did not meet his expectations.

Step 5. Express hope that in the future you will have the opportunity to work together. You can add that you decided to call and talk in person, because you think it's the right thing to do, because you really respect this employer and his company.

Step 6. Thank you for the opportunity and say goodbye.

Easy? Easy. Honesty is always the best way to turn down a job offer.

• Am I Required to State a Reason for Refusal?

This is optional, but very, very desirable! Because otherwise, the employer will have a legitimate question "Why?". In such cases, a person begins to think for you, and not all the options that flash in the employer's head will please you. It is better not to leave him space for reflection and tell him honestly. Don't be afraid - the employer is the same person as you.

Final Thoughts

Declining a job offer is an important step that requires a balanced approach. Remember that this is only one of the stages of your career path, and your reputation and future opportunities depend on how you act. However, you should not treat the refusal procedure as any tragedy or complex negotiations. Maintain a friendly tone, dignity, and professionalism. In any communication, humanity, empathy, and mutual understanding always remain the main thing, and if you follow the rules that we have told you, no problems will definitely arise. In extreme cases, just copy our decline job offer email template and substitute your name and the employer's name there - done! In any case, your career is only in your hands!