How to Gracefully Turn Down a Job Offer

There could be many reasons you might want to turn down a job offer. Perhaps your new position will require extensive travel. Perhaps you’ll find a better fit for your working style in your current organization. Maybe you are on the verge of being offered a position with greater upward mobility or financial rewards. Whatever the reason, it’s important to remember that turning down a job offer can be difficult for both parties. No candidate would want to break the trust of a potential employer since it is impossible to predict when their paths might cross again. 

Now there's no right or wrong way to turn down a job offer, but there are definitely ways to do it gracefully; ways that will leave you looking competent, confident and in control. You know you need to be upfront and honest, but you also don’t want to hurt the other person’s feelings. HiCounselor is here to guide you on how to gracefully turn down a job offer without hurting the other person’s feelings. We’ll also give you a few scenarios to consider so you know how to word your response.

Be Prompt

Accepting an offer simply because it has been made is not a good enough reason to accept it. So, if you wish to turn down a job offer, notify the employer immediately. Delaying communication can cause a lot of inconvenience to the employer and give a bad impression of you as an employee. Both parties can save frustration and heartache by responding quickly. The employer will be able to reach out to other candidates early on once you decline the offer promptly.

State your Reason

Remember that multiple rounds of interviews were conducted by the hiring manager to zero in on you and make you an offer.  When you choose to not accept the offer, it is a graceful gesture to give a short but honest explanation as to why you have decided not to accept it.

Here is how you can word it:

I am grateful for the opportunity. However, I've been deliberating for a while and finally decided to accept an invitation from another company.

Be Polite and Thankful

Never forget the importance of being polite in every form of communication you make use of, especially when you are turning down an offer. Being polite and thankful strengthens relationships. You never know when you might need to talk to a hiring manager about another opportunity. 

Keep the Connection Alive

It is not a wise idea to break off contact with potential employers even if you choose not to proceed with a particular job offer. Never completely ignore a potential employer as there is always the chance of you reapplying for a job at a later point in your career. Even as you gracefully turn down the offer, let the employer know that you are interested in staying in touch. Send the person a LinkedIn connection request. If you happen to meet the hiring manager at a conference or tech event, take the opportunity to network or even grab a cup of coffee.

Email Instead of a Phone Call

Those who find it difficult to pen the perfect email to turn down a job offer resort to calling the employer to express their inconvenience. Most often, the resulting phone call turns out to be rather crude and sometimes rude. Take a look at the email templates below to help you craft a professional email to turn down a job offer.

Email Template 1: When the job is not the right fit for you

Dear [Name of the Interviewer],

I am very grateful that you considered me for the [Job Title] position at [Company name]. After careful consideration, I feel the current position does not align with my career goals. This is why I am accepting a new position that I feel is better suited for me. It was a pleasure to learn about [Company name] and the amazing work you do. 

Thank you for your time. I hope that you find the right person for this job.

Best wishes,

Email Template 2: When the salary offered is not in line with what you expected

Dear [Name of the Interviewer],

I am grateful for the offer to work alongside you as a [Job title]. I carefully went through the offer's compensation package. After careful consideration, I have decided to decline the offer. The salary offered is not in line with my experience, as I mentioned during our conversation.

It was an honor to meet you and learn about [Company] as well as the amazing work that you do. I hope that we can work together in the near future. 

Let's keep in touch.

Yours sincerely,

Email Template 3: When you have concerns about the company

Dear [Name of the Interviewer],

I am grateful you considered me for the role of [Job Title]. Thank you so much for this opportunity. Since the position is less attuned to my career goals, I've decided to accept another job offer from a different company.

I am grateful for your time and wish you all the best. Let's keep in touch.

Best Regards

Email Template 4: When the commute to work is too long

Dear [Name of the Interviewer],

I am grateful for the opportunity to be considered for the role of [Job Title]. After much thought and consideration, I have decided to decline the offer. Distance between locations is a factor here and I feel I will not be able to perform my best. Long commutes can have negative effects on my productivity, health, and happiness.

It was an honor to meet you. I wish you success and look forward to keeping in touch.

Thank you,

Email Template 5: When there is no flexibility in work-life balance

Dear [Name the Interviewer],

I am grateful to be offered the role of [Job title]. Due to personal reasons, I require a bit more flexibility when it comes to my work hours. I might not be able to work from the office every day and prefer to work from home at times. Therefore, I must regretfully decline the offer.

I hope to have the opportunity to work with you in the future. Let's keep in touch.

Yours sincerely,

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