It can be a daunting task to decline a job offer, however, there are some simple and easy steps to proceed with that will make the task easier. It’s important to note that people decline job offers everyday, and it's a very common occurrence in the workforce.
Whatever the reason is for your resignation, you should take the time to write out a thoughtful rejection email. The goal of this communication is to be clear, respectful and maintain any relationships that you have built with the hiring manager or company.
Be confident in your decision
Before you reach out to reject a job offer, take the time to reflect on all aspects of the opportunity such as the salary, workplace culture, room for development and your work life balance. Don’t be afraid to ask the hiring manager any questions that you may have that could be holding you back from accepting the position. You can also consider negotiating aspects of the proposed role to accommodate your needs.
If you end up deciding that declining the offer is the best solution, you should try and respond to the job offer within 24-48 hours of receiving it.
Express gratitude
Be considerate of the time that an employer has dedicated to the hiring process and the behind-the-scenes work that is undertaken before presenting their preferred candidate with a job offer. Hence, you should be sure to show your appreciation and gratitude to the person who interviewed you. Whether you are writing an email, or having a conversation over the phone, your tone should be professional and courteous.
You never know when contacts come in handy, so being grateful and clear will leave a positive and lasting impression on the company as well as help you to maintain a good relationship with them.
Provide a brief reason
You don’t need to go into details, however, you should give the hiring manager a very brief reason for your decline. You can simply state the job offer is not suitable for you or that you have accepted work somewhere else. Be concise, short and clear. You could include some positive feedback/compliments to the company to convey your appreciation, however, it is entirely up to you.
A sample example:
To <insert hiring managers name>,
I am writing to express my appreciation for your time interviewing me on <insert date> and offering me the position as <insert position title>. However, after careful consideration, I have <insert reason eg; “decided to pursue another position”>.
I am honoured to have learned more about the exciting work culture at <insert company> and about what this role may bring.
Once again, thank you for your time and consideration. I wish you and the company all the very best. Please feel free to keep in touch with me if you have any questions.
Kind Regards,
<insert your name>
You may feel the need to apologise for your choice, however, this is not necessary. Be prompt, polite, grateful and professional in your response and the hiring manager should be understanding and grateful for your open communication.