Declining a job offer without completely burning your bridges is a result of three things: speed, courtesy, and brevity. Whether you’ve decided on an alternative role, received a more competitive offer on salary or realised the company culture wouldn’t be a good fit, handling the situation with professionalism will protect your personal brand and potentially leave the door open for future opportunities.
In this article, we’ll share advice and provide examples you can adapt for your own situation.
Why you might need to refuse a job
There are multiple reasons you might want to decline a job offer. For example:
- You accepted another position.
- The salary or benefits are not competitive.
- The role does not align with your long-term career goals.
- The commute or remote-working arrangement is unsuitable.
- The company culture does not seem like a good fit.
- Personal circumstances have changed.
How to deny a job offer in 5 simple steps
1. Respond quickly
Once you have confirmed your decision, aim to inform the employer within 24-48 hours. This is practical advice rather than a legal deadline or requirement. A delay in your response can create unnecessary uncertainty and slow down recruiting another candidate.
2. Be direct but courteous
Avoid complicated explanations. A simple, polite statement is enough.
Example:
Thank you very much for offering me the position of [insert job title]. After careful consideration, I have decided to decline the offer.
This approach is professional and leaves little room for confusion.
3. Express gratitude
Recruiting for a role requires huge amounts of effort and often multiple people. Thank the employer for both their time and consideration, even if the interview process wasn’t perfect.
Mention something specific if possible:
- The opportunity to meet the team.
- Insight into the company.
- The positive interview experience.
4. Keep your reason brief
Keep your justification simple. Going into too much detail can sometimes create unnecessary tension.
Here are a few concise options:
- Accepted another opportunity:
“I have decided to pursue another opportunity that is a better fit for me at this time..” - Compensation:
“After careful consideration, I have decided to pursue an opportunity that aligns more closely with my compensation expectations.” - Career direction:
“I have chosen to focus on roles that are more closely aligned with my long-term professional objectives.”
5. Leave the door open
Industries can be small and well connected, meaning people know each other well. Maintaining a positive relationship can benefit you in the future.
Example:
I truly appreciate the opportunity to learn more about your organisation, and I hope our paths cross again in the future.
How to refuse a job offer by email
Email is the most common and an appropriate method for declining a job offer.
Professional email template
Subject: Thank You – Job Offer for [Job Title]
Hi [Hiring Manager’s Name],
Thank you very much for offering me the position of [Job Title] at [Company Name].
After careful consideration, I have decided to decline the offer because [insert concise reason – examples listed above in part 4]. This was not an easy decision, as I was impressed by both the team and the organisation.
I sincerely appreciate the time you and your colleagues invested throughout the interview process. I wish you continued success and hope we may have the opportunity to connect again in the future.
Kind regards,
[Your Name]
How to refuse a job offer after accepting it
Occasionally, candidates need to change their mind after accepting a job offer. This should be approached with extra care, and it's important to check whether the offer you accepted was conditional or unconditional before taking any action.
If you've accepted an unconditional offer, you are in a legally binding contract of employment, whether you accepted the offer verbally or in writing. If you change your mind, the employer may require you to work out any contractual element of your notice or sue you for breach of contract, depending on the terms of the offer or contract. If you're unsure about your position, check the terms of your offer and consider seeking advice before withdrawing.
A conditional offer, on the other hand, depends on whether its stated conditions are met, and the consequences depend on the terms of the offer. The conditions may include satisfactory references or other pre-employment checks, but they may vary according to the offer. If you do not meet the employer's stated conditions, the offer may be withdrawn; where the conditions are met, the legal position may differ.
If you do decide to withdraw:
- Contact the employer immediately.
- Apologise for the inconvenience.
- Keep your explanation concise.
- Avoid blaming the company or comparing offers.
- Check whether you have any contractual obligations before confirming your withdrawal.
Example
I sincerely apologise for the change in circumstances, but I have decided that I am unable to take up the position. I appreciate the opportunity and regret any inconvenience this may cause.
Before sending a message like this, check the terms of any offer you have already accepted, particularly if it was unconditional.
Common mistakes to avoid
When deciding to deny a job offer, avoid these common errors:
Ignoring the employer
Failing to respond is unprofessional and can damage your reputation.
Being negative
Avoid comments such as:
- “The salary was far too low.”
- “I did not like the interviewer.”
- “The company does not seem organised.”
Writing a very long explanation
A short, respectful message is usually more effective than a lengthy justification.
Negotiating after deciding to decline
If you have already made a final decision, do not continue discussing salary or benefits unless you are genuinely open to reconsidering.
Example scenarios
Declining because you accepted another role
Thank you for the offer. After careful consideration, I have accepted another position that is a better match for my current career objectives. I appreciate the opportunity and wish your team every success.
Declining due to salary
I appreciate the generous offer and the time invested in the recruitment process. After careful consideration, I have decided to pursue another opportunity that is more closely aligned with my compensation expectations.
Declining due to personal circumstances
Thank you for the opportunity to join your team. Due to a change in my personal circumstances, I am unable to accept the position at this time.
When denying a job offer, the best approach is to be:
- Prompt - respond as soon as you decide.
- Polite - thank the employer for the opportunity.
- Clear - state that you are declining the offer.
- Professional - avoid unnecessary criticism or lengthy explanations.
A well-written decline today could lead to a valuable connection, referral, or even a better opportunity with the same employer in the future.
If you are looking for support in your next career move, explore our employment services.
