How to Decline a Job Offer Without Burning Bridges

Receiving a job offer can feel like a huge win. But sometimes, the position just isn’t the right fit, whether due to salary concerns, better opportunities elsewhere, or misalignment with your career goals. In fact, a recent survey found that roughly a third of candidates have declined a job offer, with the majority citing salary and benefits as the top reasons for their decision.

While it’s tempting to just walk away quietly, you might be wondering whether you should negotiate before declining, or what exactly you could negotiate. If that’s the case, check out my Want a Better Job Offer? Here's How to Negotiate Like a Pro post for some negotiation tips that might change your decision-making. But if you’re sure about your decision, handling the situation with professionalism and courtesy is crucial. In this guide, we’ll walk you through how to politely and professionally decline a job offer.

1. Show Appreciation

First things first: always thank the hiring manager. Job offers don't come easy, and the hiring manager has spent time reviewing your resume, interviewing you, and possibly even advocating for you. A heartfelt "thank you" is not just polite; it’s necessary. Even if you’re not thrilled with the offer, they took time out of their schedule to consider you, and that deserves recognition.

Example:

"Thank you so much for offering me the role of Marketing Manager. I really appreciate the time you’ve spent with me during the interview process."

2. Provide a Brief Reason

Now, let's get to the point. You don’t need to over-explain or go into unnecessary detail about why you’re declining the offer. Being honest is key, but keep it concise and polite. You can simply say you’ve accepted another offer, or that the position isn't the right fit for you at this time. If it’s a difficult decision, that’s okay—just keep it professional.

Example(s):

"After careful consideration, I’ve decided to accept a position with another company."

"While I really enjoyed learning about your team, I’ve realized that this role isn’t the best fit for my career goals."

Being brief and clear shows respect for their time and lets them know your decision is final.

3. Stay Courteous and Professional

No matter the reason for declining, it’s always a good idea to end the conversation with positivity. If you had a pleasant experience during the interview, mention it!

Example:

"I’ve really enjoyed our conversations and learning more about the team. I hope we can stay in touch, and I look forward to crossing paths in the future."

A simple wish of good luck goes a long way and leaves the door open for future connections.

Email Examples for Declining a Job Offer

Not sure how to put it all together? Here are some email templates that you can customize based on your situation:

Example 1: Declining After Accepting Another Offer

Hi [Hiring Manager's Name],

Thank you so much for the generous offer to join your team at [Company Name]. After careful consideration of where I currently am in my career, I’ve decided to accept a position at another company.

I’d love to stay in touch via LinkedIn. Again, thank you so much for your time and consideration.

Best regards,
[Your Name]

Example 2: Declining Because the Role Isn’t the Right Fit

Hi [Hiring Manager's Name],

Thank you so much for taking the time to meet with me over the past few weeks. I really enjoyed learning more about the exciting work happening at [Company Name].

After careful consideration, I’ve decided to pursue a role that’s more aligned with my [specific interest, e.g., writing skills]. It was a pleasure getting to know you and your team, and I wish you all the best moving forward.

Best,
[Your Name]

Example 3: Declining Because You’re Staying in Your Current Position

Hi [Hiring Manager's Name],

Thank you again for offering me the [Job Title] role at [Company Name]. I appreciate the time you took to interview me and provide insight into your team and the company.

After much thought, I’ve decided that it’s not the right time for me to leave my current position. I hope we can stay in touch and that we might work together in the future.

Thank you again,
[Your Name]

Example 4: Declining Due to Salary Concerns

Hi [Hiring Manager's Name],

Thank you so much for offering me the [Job Title] position. After careful consideration, I’ve decided to decline the offer as the salary doesn’t align with my current expectations.

I’m grateful for the opportunity and have enjoyed learning more about the company. I hope to stay in touch for potential future opportunities.

Best regards,
[Your Name]

Bonus Tips for Turning Down a Job Offer

Declining a job offer doesn’t have to be awkward. Here are a few extra tips to help you do it like a pro:

• Respond Promptly: Once you’ve made your decision, don’t wait. Employers need to move forward with their hiring process, and a delayed response can leave them in limbo. The quicker you reply, the better.

• Offer Referrals: If you think someone else would be a better fit for the job, it’s a nice gesture to offer a referral. For example: "I know someone who might be a great fit for the role. I’d be happy to pass along their details if that helps."

• Keep it Short and Sweet: There’s no need to justify your decision for too long. Stick to the point and keep your message brief. They’ll appreciate your directness.

• Consider a Phone Call: If you’ve built a rapport with the hiring manager, a quick phone call might be more appropriate. You can follow up with an email afterward to confirm the conversation.

FAQs

1. Can You Decline After Accepting?

Yes, you can decline a job offer after accepting it, especially if you haven’t signed a contract yet. If you have signed one, review any obligations you might have.

2. How to Decline Over the Phone?

If you need to decline over the phone, keep it simple and polite. Express your gratitude, let them know you’re declining, and briefly explain why.

"Thank you so much for offering me the position, [Hiring Manager’s Name]. After consideration, I’ve decided to decline the offer because [reason]."

3. How to Decline Without Burning Bridges?

Be respectful, express gratitude, and provide a brief reason. Keep it professional, and leave the door open for future opportunities.

Conclusion

Declining a job offer may not be the most exciting part of your job search, but doing it with grace can maintain strong professional relationships and keep your options open. Remember, how you decline a job is just as important as how you accept one. With these tips and examples, you can politely and professionally decline any offer without burning bridges. Keep your head up—you’re doing great!

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