What do you do when you get a job offer and it's just not right? Whether it's the wrong position, wrong time, or wrong company, you need a graceful, tactful way to say "I can't accept this position." This is why you should know about how to professionally decline a job offer over email.
This blog will show you how to structure your message with clarity and respect, why timeliness matters in protecting your professional image, and how expressing appreciation can maintain good relations. Plus, discover ways to articulate your reasons for declining without stepping on any toes—and maybe even expand your network in the process.
Reasons Why You Need To Decline A Job Offer
Declining a job offer is a huge decision that can be influenced by a number of factors. While receiving and accepting a job offer can be thrilling, there's several reasons why you may decide it's not the right opportunity for you. Here's some common reasons for declining a job offer:
1. Compensation is Off
The offered salary and benefits package may not meet the candidate's expectations or requirements. This could include base salary, bonuses, health insurance, retirement plans, or other perks. About 40% of job seekers decline job offers due to salary dissatisfaction, and if you can't work it out by negotiating that offer, you may need to decline entirely.
2. Work-Life Balance Isn't Right
The job may demand long hours, extensive travel, or other commitments that could disrupt the candidate's work-life balance. Some candidates prioritize flexibility, such as the ability to work remotely, which the job offer might not accommodate.
3. Doesn't Match Your Career Goals
The position may not align with the candidate's long-term career aspirations. It could be that the role doesn't offer the desired path for advancement or the opportunity to work in a preferred area of interest. Approximately 15% of candidates turn down job offers due to lack of career growth opportunities. If you don't get a good vibe in your interview that this is the right place for you to grow, it's better to let the company know now.
4. Don't Fit The Organizational Culture
After the interview process, a candidate might feel that the company's culture is not a good fit for them. This could be due to differences in values, work environment, team dynamics, or management style.
If you're uncertain about the culture, you're not alone: up to 10% of job seekers decline offers because the company culture did not align with their values.
5. You Got a Better Opportunity Elsewhere
The candidate might receive another job offer that is more appealing in terms of compensation, benefits, career growth, company culture, or other factors. Alternatively, they might decide to pursue further education or other personal goals.
6. Relocation Concerns
The job might require relocating to a new city or country, and after consideration, the candidate may find the move undesirable due to personal, family, or financial reasons.
7. Shaky Job Stability and Securit
Concerns about the stability of the company, such as financial health, industry standing, or recent layoffs, might lead a candidate to decline the offer. Job security can be a significant factor, especially in uncertain economic times.
8. Lack of Information or Negative Reviews
During the decision-making process, a candidate might uncover additional information about the company that leads to concerns. This could include negative reviews from current or former employees, legal issues, or ethical concerns.
9. Personal Reasons
There may be personal circumstances or changes in the candidate's situation that make accepting the offer impractical or impossible. This could include health issues, family responsibilities, or other personal commitments.
10. Lack of Professional Development Opportunities
If the role does not offer opportunities for learning and growth, such as training programs, mentoring, or chances to work on challenging projects, candidates may decline in favor of a position that better supports their professional development.
It's important for candidates to thoroughly evaluate a job offer and consider how well it aligns with their personal and professional goals before making a decision. If declining an offer, it's equally important to do so respectfully and professionally, as maintaining positive relationships with potential employers can be beneficial in the long run.
How To Write Your Job Offer Decline Email
When you decide to decline a job offer, the way you communicate your decision can leave a lasting impression. It's essential to handle this communication delicately and professionally. Here's some things to include in your job offer decline email:
Be Prompt: Send your email as soon as you've made your decision, allowing the employer to move forward with other candidates.
Acting swiftly in declining a job offer — ideally within 24 to 48 hours of receiving it — is crucial. Delaying your response can unfairly string the potential employer along and hinder their recruitment process, affecting other candidates who might be waiting in the wings. Prompt action not only reflects your professionalism and respect for the employer’s time but also minimizes any negative impact on their hiring timeline.
-Amantha Imber, Organizational Psychologist and Author
Keep It Positive: Even if you're declining the offer, expressing appreciation and leaving a positive impression can keep the door open for future opportunities. Don't burn bridges, build them.
Be Professional: Even though you're declining the offer, maintaining a professional tone is crucial. In other words, don't be an a-hole.
Don't Go Into Too Much Detail: You're not obligated to share every reason.
You do not have to give the hiring team or recruiter a complete account of why you are turning down the job offer.
You need not provide a specific reason, and the reason need not be the whole truth (for instance, there is no need to say you don’t connect with the hiring manager or do not appreciate their company culture).
-Michael Page
Offer to Stay in Touch (Optional): If you're genuinely interested in the company and might want to consider opportunities with them in the future, you could mention your interest in staying in touch.
Remember, it's okay to decline a job offer if it's not the right fit for you. Handling the situation professionally will help maintain your reputation in your industry or field.
If you do it right, declining an offer gracefully leaves room for continued interaction which could prove beneficial later down the line. For example, networking has been shown to open doors otherwise closed off from public viewings such as unadvertised positions better suited towards your skill set further.
7 Example Email Templates for Declining a Job Offer
If you're a fan of email templates, be sure to give Magical a try. This free Chrome extension lets you store your email templates all in one place, so you can use them anywhere you work online. Just type a simple "//" to pull up your template, and then watch and be amazed as Magical instantly personalizes it for your recipient.
Template 1: General Job Offer Decline
Subject: Job Offer at [Company Name] - [Your Name]
Dear [Employer's Name],
I want to express my sincere gratitude for offering me the position of [Position Name] with [Company Name]. I am honored by the opportunity to become part of your team and am impressed by the dedication and passion I've seen in your organization.
After careful consideration, I have decided to decline the offer. This decision was not easy and involved much deliberation. [Provide a brief, general reason for declining the offer, if comfortable doing so. For example: "I have decided to pursue a role that aligns more closely with my long-term career goals." or "After much thought, I've realized that I need to prioritize roles with a stronger focus on remote work opportunities to accommodate my current personal circumstances."]
Please understand that this decision does not reflect any shortcomings on the part of [Company Name]. I have great respect for your team and what you're doing, and I hope there might be a chance for us to work together in the future under different circumstances.
Thank you again for this opportunity and for the consideration and kindness shown to me throughout the interview process. I wish [Company Name] and your team all the best in your future endeavors and continued success.
Warm regards,
[Your Name]
[Your Contact Information]
Dear [Employer's Name],
I want to express my sincere gratitude for offering me the position of [Position Name] with [Company Name]. I am honored by the opportunity to become part of your team and am impressed by the dedication and passion I've seen in your organization.
After careful consideration, I have decided to decline the offer. This decision was not easy and involved much deliberation. [Provide a brief, general reason for declining the offer, if comfortable doing so. For example: "I have decided to pursue a role that aligns more closely with my long-term career goals." or "After much thought, I've realized that I need to prioritize roles with a stronger focus on remote work opportunities to accommodate my current personal circumstances."]
Please understand that this decision does not reflect any shortcomings on the part of [Company Name]. I have great respect for your team and what you're doing, and I hope there might be a chance for us to work together in the future under different circumstances.
Thank you again for this opportunity and for the consideration and kindness shown to me throughout the interview process. I wish [Company Name] and your team all the best in your future endeavors and continued success.
Warm regards,
[Your Name]
[Your Contact Information]
Template 2: Better Opportunity Elsewhere
Subject: Job Offer at [Company Name] - [Your Name] Decision
Dear [Employer's Name],
Thank you for extending the offer for the [Position Name] role at [Company Name]. It was a pleasure to learn more about your team and the exciting projects you are working on. After careful consideration, I have decided to accept a position elsewhere that aligns more closely with my career goals and personal circumstances.
I am grateful for the opportunity and your team's kindness throughout the interview process. I hope our paths cross again in the future.
Best wishes for your continued success,
[Your Name]
Dear [Employer's Name],
Thank you for extending the offer for the [Position Name] role at [Company Name]. It was a pleasure to learn more about your team and the exciting projects you are working on. After careful consideration, I have decided to accept a position elsewhere that aligns more closely with my career goals and personal circumstances.
I am grateful for the opportunity and your team's kindness throughout the interview process. I hope our paths cross again in the future.
Best wishes for your continued success,
[Your Name]
Template 3: Compensation Concerns
Subject: [Your Name] - Job Offer at [Company Name]
Dear [Employer's Name],
Thank you for offering me the [Position Name] position. I appreciate the time you've taken to discuss the details of the offer with me. After thorough consideration, I have concluded that the compensation package does not meet my current needs. As such, I must reluctantly decline the offer.
I have great respect for [Company Name] and the work you do. Thank you again for this opportunity, and I wish your team all the best.
Sincerely,
[Your Name]
Dear [Employer's Name],
Thank you for offering me the [Position Name] position. I appreciate the time you've taken to discuss the details of the offer with me. After thorough consideration, I have concluded that the compensation package does not meet my current needs. As such, I must reluctantly decline the offer.
I have great respect for [Company Name] and the work you do. Thank you again for this opportunity, and I wish your team all the best.
Sincerely,
[Your Name]
Template 4: Location/Relocation Issue
Subject: [Your Name]’s Response to [Position Name] Offer
Dear [Employer's Name],
Thank you for considering me for the [Position Name] at [Company Name]. I am honored by the offer and your interest in having me join your team.
After much thought, I have decided to decline the offer due to the relocation requirements. At this time, moving is not feasible for personal reasons.
I hope to remain in contact and potentially explore future opportunities that align more closely with my situation. Thank you for your understanding and best wishes to your team.
Kind regards,
[Your Name]
Dear [Employer's Name],
Thank you for considering me for the [Position Name] at [Company Name]. I am honored by the offer and your interest in having me join your team.
After much thought, I have decided to decline the offer due to the relocation requirements. At this time, moving is not feasible for personal reasons.
I hope to remain in contact and potentially explore future opportunities that align more closely with my situation. Thank you for your understanding and best wishes to your team.
Kind regards,
[Your Name]
Template 5: Pursuing Further Education
Subject: Declining Job Offer for [Position Name] - [Your Name]
Dear [Employer's Name],
I want to express my sincere gratitude for the offer to join [Company Name] as [Position Name]. After much contemplation, I have decided to pursue further education to specialize further in my field.
This decision was not easy, and I deeply appreciate the opportunity to work with your esteemed team. I hope we might find a way to collaborate in the future once I have completed my studies.
Thank you once again for this incredible offer.
Best regards,
[Your Name]
Dear [Employer's Name],
I want to express my sincere gratitude for the offer to join [Company Name] as [Position Name]. After much contemplation, I have decided to pursue further education to specialize further in my field.
This decision was not easy, and I deeply appreciate the opportunity to work with your esteemed team. I hope we might find a way to collaborate in the future once I have completed my studies.
Thank you once again for this incredible offer.
Best regards,
[Your Name]
Template 6: Cultural Fit
Subject: [Your Name] - Decision on [Company Name]’s Job Offer
Dear [Employer's Name],
Thank you very much for the offer to become part of the [Company Name] team. I am grateful for the time spent discussing the role and getting to know the team.
After careful consideration, I believe that the best decision for my career path is to pursue opportunities that align more closely with my professional values and work style. Therefore, I must decline the offer.
I hold [Company Name] in high regard and wish you all success in your endeavors.
Warmest regards,
[Your Name]
Dear [Employer's Name],
Thank you very much for the offer to become part of the [Company Name] team. I am grateful for the time spent discussing the role and getting to know the team.
After careful consideration, I believe that the best decision for my career path is to pursue opportunities that align more closely with my professional values and work style. Therefore, I must decline the offer.
I hold [Company Name] in high regard and wish you all success in your endeavors.
Warmest regards,
[Your Name]
Template 7: Accepting a Different Role Internally
Subject: Job Offer Decision - [Your Name]
Dear [Employer's Name],
I am writing to express my gratitude for offering me the [Position Name] at [Company Name]. It has been a pleasure to engage with you and learn more about the team.
After thoughtful consideration, I have decided to accept a different role within our current organization that aligns with my career aspirations and personal development goals.
I truly appreciate the opportunity and hope to keep in touch. Thank you for your understanding and support.
Best,
[Your Name]
Dear [Employer's Name],
I am writing to express my gratitude for offering me the [Position Name] at [Company Name]. It has been a pleasure to engage with you and learn more about the team.
After thoughtful consideration, I have decided to accept a different role within our current organization that aligns with my career aspirations and personal development goals.
I truly appreciate the opportunity and hope to keep in touch. Thank you for your understanding and support.
Best,
[Your Name]
Template 8: Personal or Family Reasons
Subject: [Your Name] - [Position Name] Offer at [Company Name]
Dear [Employer's Name],
Thank you for the generous offer to join [Company Name] as [Position Name]. I have been deeply impressed by your team and the mission of the company.
After much deliberation, due to unforeseen personal/family reasons, I find myself in a position where I cannot accept the job offer at this time.
I am truly sorry for any inconvenience this may cause and hope to perhaps cross paths under different circumstances in the future.
Thank you for your understanding.
Sincerely,
[Your Name]
Dear [Employer's Name],
Thank you for the generous offer to join [Company Name] as [Position Name]. I have been deeply impressed by your team and the mission of the company.
After much deliberation, due to unforeseen personal/family reasons, I find myself in a position where I cannot accept the job offer at this time.
I am truly sorry for any inconvenience this may cause and hope to perhaps cross paths under different circumstances in the future.
Thank you for your understanding.
Sincerely,
[Your Name]
A Final Thought
Hey we get it. Sometimes the stars aren't aligned for a job offer. So it's crucial for you to know how to write a "how to decline a job offer" email. (Wow, that's a mouthful!)
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