How to Decline a Job Offer Via Email

Tips for Professionally Rejecting a Job Offer Through Email

You’ve been interviewing for a new position and two different companies have extended job offers. It’s an exciting time and you’re in the enviable position of being in demand. However, you need to choose one and turn down the other. While it can be thrilling to call a prospective employer and accept their terms for employment, contacting a company to let them down easy might induce a little anxiety, even if the other offer is one you’d never accept in a million years.

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Don’t Wait

If you know you’re going to decline a job offer, don’t wait a week to do so. The hiring company is looking to make a move and may need to consider other applicants. The longer you wait, the harder it will be for you to send that email, and the more frustrated the company will be. Be considerate, prompt, and polite.

Show Appreciation

A company has recognized your talents and has taken the time to sit down with you and learn about your skills. Even if you don’t plan to accept the offer, a sincere “thank you” is in order. Even if someone’s job is solely to vet and interview candidates, that individual likely spent hours reading your resume and cover letter, as well as researching you online and calling references. They may have talked you up to other members of the team after sitting down with you for the actual interview. This person spent time getting to know you and you should show appreciation for that time.

Give a Reason

This part can be a little tricky. You want to give reasoning for declining a job offer via email, but you want to remain polite and professional. Here are some quick Dos and Don’ts:

• Do let them know if the salary was insufficient, if you received a better offer, or if the position was not the right fit for your career goals.
• Don’t list all the things you didn’t like about the office or talk about how one of the employees rubbed you the wrong way.
• Don’t gloat about the perks at the position you are accepting or whine that you had to choose which job to take.

In many cases, a simple line like, “After careful consideration, I’ve decided to pursue a position with another company,” is succinct and polite. You can elaborate if it makes sense, especially if you’ve gone through many rounds of interviews. However, the important takeaway is to give a reason that is gracious and concise.

Leave the Door Open

Even if you work in a big city, your professional network is likely very small. You never know who you’ll run into again in the future. A recruiter you blew off in the past might join a new company and become the key decider of whether you’ll be selected for your dream job a few years down the line.

Offer to stay in touch, or, at the very least, wish them all the best in the future. Even if you don’t accept a job from that person, maintaining that personal connection within your industry is beneficial for both of you.

Rejecting a job offer is never an easy task, but only you can make the right decision for your professional future. But now that you know how to decline a job offer via email in a manner that is gracious and professional, you’ll be able to focus your energy on preparing for a position that you will gladly accept.