6 tips on how to decline a job offer

Declining a job offer can be a stressful experience. If you’ve made it through the interview process and you’ve received an offer for the job, but the role isn’t the right fit—declining the opportunity can feel overwhelming. If you decline the offer in the wrong way, you risk losing out on other job openings with the recruiter, hiring manager, and the company. 

‍

To decline a job offer the right way, follow these 6 tips:

Tip 1: Respond to the job offer quickly.

Just as the best practice to accept an offer is to do so within 24 - 48 hours, it’s just as critical for you to decline a job offer within the same timeframe. By delaying your response, you’re leading the employer on and this could lead to a burned bridge for a future opportunity. Respond quickly to maintain a professional relationship and show that you respect the recruiter and the hiring manager’s time. 

‍

Pro tip: When possible, decline the job offer before it becomes an offer. If you know the job isn’t going to be a good fit or you’ve accepted another job offer, remove yourself from the list of possible candidates before you get to the offer stage. 

Tip 2: Have the conversation over the phone.

It might feel easier to decline a job offer over email, but if possible, have the conversation over the phone. With a phone call, you can convey your gratitude for the job offer and your professionalism as you decline the opportunity. Any possible nuance in your tone is more easily conveyed over the phone and the recruiter or hiring manager will appreciate the opportunity to ask you any follow up questions or discuss your decision. If you can’t connect on the phone, then you can resort to an emailed message declining the offer.

‍

Pro tip: If your contact doesn’t answer the phone, consider leaving a message to try and connect over the phone first. If you can’t get in touch within a few hours then it’s time to send an email declining the job offer.

Tip 3: Send a follow up message via email.

After your phone conversation, send a follow up email. In your message, reiterate your decision and express appreciation for the job offer and the opportunity you had to meet with the team. Reference your phone conversation and thank the recruiter or hiring manager for their time. 

‍

Pro tip: An emailed follow up is a good way to keep a papertrail and include any other contacts you have from the interview process.

Tip 4: Be kind and grateful.

Whether your conversation to decline the job offer is over the phone or in an email, it’s important that you are kind and grateful. Be kind as you decline the job offer and be grateful for the opportunity you had to interview and meet the team and to consider the job offer. Always thank everyone involved in your interview process for their time. If possible, get specific about what you appreciated during the interview process. Keep in mind that it’s not productive to share any negative experience you had or people you didn’t connect with throughout your interviews. 

‍

Pro tip: If you decline the job offer in a negative way, the recruiter and hiring manager won’t consider you for future job opportunities at the company. Keep your message positive and respectful.

Tip 5: Make sure your message is clear and brief.  

While avoiding any negative critiques of the job role or company is a best practice in declining a job offer, it’s important that your message is still clear and brief. You can share why you have decided to decline the opportunity. Perhaps you learned more about the role and it’s not aligned with your future career goals or you’ve decided to accept another job offer that has met your compensation requirements—whatever the reason, try to frame it in a professional tone and share it clearly and succinctly. 

‍

Pro tip: Don’t ramble on and on or offer unnecessary details when you decline a job offer. Treat this conversation with as much preparation as you’ve approached the rest of the interview process.

Tip 6: Offer to stay in touch.

Don’t let the experience of declining a job offer create a wedge between you and the recruiter, the hiring manager, or the company. If you can follow these tips and maintain a positive relationship, you can keep the door open for future opportunities. Offer to stay in touch by reaching out via LinkedIn or other social platforms. You can also ask that the company keep you in mind for roles that better align with your career goals and experience.

‍

Pro tip: If you know someone else that’s a better fit for the role, consider sharing that information and offering to broker an introduction between the recruiter and the potential candidate. 

Declining a job offer examples (for verbal conversations or emailed messages): 

Declining a job offer example 1: 

Thank you so much for the opportunity to interview for this role. I’m so grateful for the time and energy everyone at the company spent on this process. Unfortunately, I need to decline the job offer at this time. After thinking about the opportunity I’ve realized that the role isn’t the right fit for me. I do have a possible candidate in mind that might offer a better fit. I’ve included their information below.

Declining a job offer example 2: 

I wanted to follow up about the job offer for [job title]. After considering the opportunity, I’ve decided to regretfully decline. I thoroughly enjoyed the entire interview process and really appreciated the thoughtful questions you and the hiring manager asked, but after more consideration I don’t think this role is the right fit for me right now. Please keep me in mind for future roles and I’ll send any possible candidates your way. Thank you!

Declining a job offer example 3: 

Hello—I wanted to follow up on the job offer we discussed yesterday. I really appreciate the time and consideration you’ve put into this interview process—I know it’s not easy and it’s a time consuming job. After much thought, I need to decline the opportunity. I’ve decided to accept another job offer that better aligns with my career goals. Thank you again for your time and the opportunity to meet with the team. I’ll send any potential leads for the role your way!

‍

Need more resources? Check out these links: 

Should you always negotiate salary?

What to do before you accept a job offer

‍You should talk to your friends about your salary. Here’s why (and how).

10 tips to write a salary negotiation email

‍9 tips on how to counteroffer in a salary negotiation

‍