How to politely decline a job offer
Receiving a job offer is an exciting moment in your career. After a lengthy job search and interview process, getting that final confirmation feels like a significant achievement. But what happens when you receive multiple job offers, or when the position isn't the right fit for your career goals? Knowing how to politely decline a job is a crucial skill.
Declining a job offer gracefully is about more than just saying "no." It requires careful consideration and a professional approach to ensure you don't burn bridges. A well-crafted rejection can leave a lasting positive impression on the hiring team and keep doors open for future opportunities.
Why it's important to decline an offer properly
When you decide to decline a job, how you communicate your decision matters. A prompt and respectful response shows your appreciation for the time and effort the company invested in you. The hiring process is a significant undertaking for any team, and acknowledging their work helps maintain a good relationship.
In a well-connected professional network, your personal brand precedes you. By handling the situation with care, you show professionalism and respect, which can benefit you down the line. You never know when your paths may cross again with the hiring manager or others on the team. Leaving on good terms ensures that you could be considered for another position in the future or collaborate in a different capacity.
How to professionally decline a job offer
Here are our top tips on how to respectfully decline a job offer.
1. Respond promptly
Once you have made your decision, act quickly. Don't leave the hiring manager waiting. A prompt response is a sign of respect for their time and allows them to move forward with the right candidate. A timely reply demonstrates your professionalism and consideration, which will be appreciated by the hiring team. Delaying your response can disrupt their hiring process and reflect poorly on you.
2. Expressing gratitude is key
Begin your communication by expressing gratitude for the job offer and the opportunity to interview. Thank the hiring manager for their time and for considering you for the position. Sincere appreciation shows that you value the effort they put into the interview process. Acknowledging their investment in you from the start sets a positive and respectful tone for the rest of the conversation.
3. Be clear and direct
While you should be polite, don't be vague about your decision. Clearly state that you are declining the job offer. Ambiguity can lead to confusion or false hope. A straightforward statement like, "After much consideration, I have decided to decline your offer for the [Job Title] position," is direct and leaves no room for misunderstanding. It's important to be firm yet courteous in your communication.
4. Provide a brief explanation
You are not obligated to go into too much detail, but providing a brief explanation can be helpful. It offers closure for the hiring manager and can be seen as constructive. You could mention that you've accepted another offer that better aligns with your current career goals, or perhaps the role wasn't the right fit for you at this time.
For example, you might mention seeking a role with a different focus or one that offers a better work-life balance. However, avoid criticising the company, the team, or the salary. Similar to resigning from a job, the goal is to be honest without burning bridges.
5. Offer to stay in touch
End your message on a positive note by expressing your interest in the company and the possibility of future collaboration. This helps maintain the connection and keeps the door open. A simple line such as, "I was very impressed with [Company Name] and your team, and I hope our paths cross again in the future," can reinforce the positive relationship you've built.
6. Consider a phone conversation
While an email is often sufficient, a phone conversation can add a personal touch, especially if you have built a strong rapport with the hiring manager during the hiring process. If you choose this route, it's still a good idea to follow up with an email to have a written record of your decision. A call can convey sincerity and appreciation more directly than a written message.
Declining a job offer example
Here is a sample email you can adapt when you need to decline a job. Remember to customise it to your specific situation.
Subject: Job Offer: [Your Name] – [Job Title]
Dear [Hiring Manager's Name],
Thank you so much for offering me the position of [Job Title] at [Insert Company Name]. It was a pleasure to learn more about the team and the opportunity during the interview process.
After careful thought and much consideration, I have made the difficult decision to decline this job offer. 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 sincere appreciation for your time and for sharing more about your company culture. I was very impressed with [Insert Company] and the team, and I wish you all the best in finding a suitable candidate for the role.
Thank you again for this opportunity. I hope our paths cross again in the future.
Best regards,
[Your Name]
How to politely decline a job interview
Sometimes, you may need to withdraw from the recruitment process before an offer is made. Knowing how to politely decline a job interview involves these simple steps:
- Notify quickly: Inform the recruiter or hiring manager as soon as you decide not to proceed.
- Write a polite email: Keep it brief and professional.
- Express gratitude: Thank them for the opportunity.
- State your decision: Clearly mention that you are withdrawing your application.
- Wish them well: End on a positive note by wishing them success in their search.
Finding the right job for you
Navigating the job market can be challenging, but making the right career choices is essential for long-term success. At Hays, we’re here to support you every step of the way. Whether you’re preparing for an interview, crafting the perfect CV, or writing a cover letter, our expert career advice is designed to help you succeed.
Every stage of your job search is an opportunity to build positive connections and take steps toward your ideal role. Let us help you find a job that aligns perfectly with your skills and ambitions. Get closer to your next opportunity with Hays.