Receiving a job offer can be an exciting time. However, not every job offer is the right fit. Declining a job offer is a normal part of the hiring process. Doing it with grace and professionalism is key. This article will provide tips on how to tactfully decline a job offer without burning bridges.
Thank Them for Considering You
The first step is to thank the employer for considering you for the role. Recognise that time and effort went into the interview process on both sides. Use a letter template to send a formal letter or email expressing your appreciation for their time and interest. Let them know you gave the opportunity serious consideration.
Sample language:
“Thank you for investing the time to interview me and consider me for the [position] role at [company]. I appreciate you extending me the offer and enjoyed learning more about the position.”
Provide a Reason for Declining
Provide an honest yet tactful reason for turning down the offer. Explain why the role is not the best fit for you at this time. Some common reasons include:
- The role/responsibilities are not a good match for your skills and interests.
- The work schedule or location is not feasible for your circumstances.
- You received another offer that is a better overall fit.
Keep the focus on why the role is not right for you, not what is wrong with their company or offer. Provide enough context without oversharing.
Express Enthusiasm for the Company
If you connected with the company’s mission and team, express this in your letter. Declining an offer does not mean you dislike the employer. Highlight your enthusiasm for the organisation and the positives you took away from the interview process.
Example language:
“After learning more about [company’s] culture and the great work you do, I came away very impressed. Although this role wasn’t the right fit, I hope we have the chance to connect down the road.”
Leave the Door Open
When turning down a job offer, avoid burning bridges. Leave room for a future working relationship. Express that while this role wasn’t ideal, you would be open to opportunities that may align better.
Sample language:
“If your needs change or another role opens up that is a closer match to my skills and interests, please keep me in mind. I would welcome the chance to work with you and your talented team in the future.”
Make it Official
Send your job offer decline letter through formal channels. Email the hiring manager directly if that was your prior correspondence method. Or send a printed letter in the mail with your signature.
Decline the offer officially rather than just letting it expire. This shows professionalism and respect for their time.
Be Prompt
Send your decline letter as soon as you decide, ideally within 1-2 days of receiving the offer. Do not leave the company hanging for weeks. The hiring manager likely has contingency candidates they’ll want to contact.
Promptly declining allows them to move forward with other options. Dragging it out could mean losing strong candidates.
Proofread Carefully
The decline letter is still a professional correspondence. Proofread the content carefully before sending. Double check for spelling and grammar errors. Read it aloud to ensure the tone and language are appropriate.
Ask a friend or career advisor to review as a second set of eyes. You want to maintain your polished image even in turning down the role.
Keep it Concise
Avoid excessively long decline letters. You want to provide enough context without rambling. Keep the letter to 3-5 paragraphs focused on:
- Thanking them
- Declining and reasons
- Positive regard for company
- Leaving the door open
Concise writing has more impact. The hiring manager likely has many responsibilities and will appreciate brevity.
Express Gratitude Again
Close your letter by thanking the employer again for the offer and their time. Express appreciation for the opportunity to interview and learn about their company.
Sample closing:
“Again, thank you for the job offer and for the enjoyable interview process. I appreciated learning more about [company] and the great things your team is working on. Please reach out if I can help with the transition or if any roles arise in the future that may be a better fit.”
Declining a job offer professionally protects your reputation and builds goodwill. By following these tips, you can tactfully turn down a role while leaving a positive impression. The job market is small, so always reject offers graciously.