Turning down a job offer can feel strange, especially if you’ve spent a long time in the job-hunting trenches, but you might receive a more attractive offer or discover that the company doesn’t fit with your personality or goals.
Fortunately, declining a job offer becomes easier when you know the best practices for maintaining good relationships with potential business partners. You might want to work for the company in the future, so keeping your options open remains essential. While there’s no formal way to turn down a job offer, there are a few best practices to keep in mind.
Send a rejection letter
A letter allows you to carefully word your rejection and remove any language that might offend the recipient. When you call someone on the phone, you have to think on your feet, and if you’re nervous, you might accidentally say the wrong thing.
These days, a rejection letter is best sent via email. Write the letter, then let it sit for 24 hours. Go back to it after a day has passed and read it over. Is it respectful? Does it convey a reasonable tone? Would you feel insulted if you received it? Revise the letter as necessary, then send it to your contact at the company.
Even though you’re sending an email, keep professional letter-writing standards in mind. Open with a formal greeting, such as Dear Mr. Smith, and close with a professional salutation, such as Kind Regards. Always end with your full name and contact information so the recipient knows exactly who sent the email.
Express your desire to stay connected
When crafting your rejection letter or talking to a hiring manager over the phone, make it clear you want to stay connected. An easy way to do this is to invite the person to connect on LinkedIn. This social media platform is geared specifically toward professional relationships, and adding contacts can increase your chances of finding good future opportunities.
Either mention that you will send a request to connect on LinkedIn or provide the URL of your profile so he or she can make the first move. Explain that you’re interested in staying in touch, and that although you’re not right for the current open position, you’re willing to consider future opportunities.
Thank the hiring manager
Expressing gratitude makes a rejection far easier to take. Let the hiring manager know that you appreciate his or her time, and that you’re grateful for the opportunity to interview for the position. You can do this in your letter or during a phone call—whichever feels more natural to you.
Additionally, send thank-you emails to anyone else you met during the interview process. Depending on the position, job seekers sometimes interview with five or more people before they receive an offer letter, so don’t neglect other members of the team. You can connect with all of them on LinkedIn if you desire.
Offer to make referrals
One way to avoid burning bridges when declining a job offer is to offer up a few referrals. Mention that you know a few people who might have an interest in the position and that you’ll be glad to arrange a meeting. Some hiring managers will not take you up on this offer, but at least you extended the invitation.
Of course, you don’t want to offer referrals if you don’t have any. Only mention this if you know of one or more specific people who would make a good fit for the position. If you recommend someone who lacks the necessary experience or skills, the hiring manager might put a virtual black mark next to your name. Always preserve your own reputation when making referrals.
Provide a reason
While this isn’t necessary, your rejection might seem less insulting if you give a legitimate reason for declining the job offer. It doesn’t have to be specific, but it should be genuine. Some excuses that might work include the following:
- Unwillingness to travel for the position
- A long commute
- Feeling that you’re not suited for the position
- The benefits package doesn’t meet your needs
- You accepted another job offer before you received this one
All of these justifications put the rejection in your court and have nothing to do with the hiring manager or the company.
Declining a job offer
When declining a job offer, you might feel self-conscious. To avoid anxiety, follow these tips when rejecting an offer of employment.
Don’t make up an excuse
While offering an excuse can help soften the blow, you don’t want to make one up. In today’s connected culture, you could easily be caught in a lie, which will terminate any potential for future connections with that employer.
For instance, if you tell the hiring manager that you’ve accepted another job offer, but your social media activity suggests that you’re still seeking employment, the hiring manager might realize that you made up an excuse. If you don’t have an excuse that you want to share, simply avoid offering one.
Avoid burning bridges
You might want to decline a job offer because you find the terms of employment insulting. Maybe the company offered you a much lower salary than you believe your experience and skill set demands, or perhaps the benefits package or office hours don’t mesh with your schedule. Even if you feel insulted by the job offer, don’t return the favor by insulting the hiring manager.
Keep your personal feelings in check while declining a job offer. Instead of telling the hiring manager that you’re unimpressed with the offer, simply state that you’re exploring other opportunities. A company that offers you a lesser position or salary today might offer you an excellent opportunity five years later. If you burn bridges, you’ll miss out on those future options.
Respond quickly
As mentioned above, you might want to let your rejection letter “cool off” for a day or two before you send it, but don’t wait longer. Remember that companies often need to fill positions quickly, and if you take too long to reject a job offer, the hiring manager will feel even more resentful when you decline.
Respecting others’ needs is a key quality for any professional, and timeliness walks hand-in-hand with respect. Get back to the company quickly so the HR department can consider other candidates now.
Answer questions
As part of their own internal policies, HR professionals sometimes have questions for candidates who decline job offers. Take the time to answer those questions respectfully and thoroughly, while avoiding any rude or insensitive language. Giving the hiring manager your time will instill good will and open the door for future interaction.
Don’t feel guilty
Guilt can sometimes become overwhelming when declining a job offer. Maybe the company flew you to another country for an in-person interview, put you up in a hotel, and comped all of your meals. Those expenditures shouldn’t convince you to accept a job offer you don’t want.
Remember that companies interview far more candidates than they hire, and they don’t stay up at night thinking about all the resumes that will never translate into job offers. Your decision to decline the job offer isn’t personal — it’s business. You get to decide whether you want to work for a specific company.
Practice with a friend
If you have to decline a job offer over the phone or in person, consider practicing first with a friend. Role-play the conversation until you’re comfortable with the words you’ve chosen and the tone you’ve adopted. Ask your friend to provide feedback on your body language, voice, tone, and language; what sounds respectful to you might seem the opposite to someone else.
Role playing also gives you a chance to work off some of your nervousness. After you’ve practiced your rejection a few times, you’ll feel more comfortable delivering it to the hiring manager.
While declining a job offer might feel uncomfortable, it’s sometimes a necessary step in one’s job hunt. Focus on providing clear, respectful, timely feedback, and don’t forget to end with gratitude. As long as you express appreciation for the opportunity, you might have future chances with the company.