Saying “no” to a job offer can feel as awkward as declining a date, but the ramifications of how it’s delivered can potentially lead to a career-limiting move if not done right.
Ghosting employers who made you an offer or failing to show up on your first day of work can come back to haunt you as hiring managers and recruiters move to other companies in the future — companies that you consider to hold your dream job.
As a result, it’s best to be polite and show some finesse when declining a job offer. And, by no means, are you alone in declining an offer.
“I’m sure job declines went up a lot in 2020 and 2021, because of the great resignation and everybody’s moving around,” said Victoria Neal, HR Knowledge Advisor with the Society for Human Resource Management (SHRM).
Even before the pandemic hit, the percentage of job applicants turning down job offers was extremely high, according to MRINetwork’s 2017 Recruiter Sentiment Study.
More than 90 percent of the 365 recruiters and employers surveyed said job candidates turned down their job offers in 2017, according to the study. And here are the reasons why job offers are declined based on the MRINetwork survey.
Why Job Offers Are Declined
- Accepted another offer: 29 percent
- Non-competitive compensation: 26.9 percent
- Counteroffer by current employer taken: 12.8 percent
- Lengthy hiring process: 9.9 percent
- Limited promotion or career pathing opportunities: 5.6 percent
- Haven’t had job offer declined in 6 months: 5.3 percent
- No flex work or telecommuting offered: 3.4 percent
- Inadequate or no relocation package: 2.8 percent
- Other reasons: 4.4 percent
“It is important to be honest and try to share the reason for declining — whether it is because they accepted another position that is more suitable or offers a more compelling package, or they simply decided to stay with their current employer,” Leena Macwan, a principal recruiter at Zynga, told Built In. “This will help the recruiter better understand the decision, recognize aspects of the opportunity they value and fix any shortfalls with future candidates.”
Sharing the reason for declining a job offer is different than revealing the nitty-gritty details behind your decision.
“It doesn’t have to be very detailed. Instead of saying I accepted another offer because the compensation was $10,000 more, be diplomatic and say I received a more generous offer,” Neal told Built In. “You don’t want to offend them or put yourself in a negative light when you don’t have to.”
How to Decline a Job Offer but Keep the Door Open
It’s one thing to decline a job offer, but if there’s a chance you may later want to work at that company, it’s best to explicitly tell the recruiter or hiring manager you would like to stay in touch with them, career experts said.
“If the candidate would like to take it one step further, sharing a referral for the position they’re turning down could help end the conversation on a positive note,” Macwan said. “This would send a message that the candidate’s experience with the company was a positive one and that they value the prospect of working at the company.”
Writing a thoughtful email or providing thoughtful comments in a phone call when declining an offer can also go a long way in keeping the doors open with hiring managers or recruiters.
“When someone puts more thought and effort into their decline, that is something I remember ... It helps down the line if you’re looking for another job in a year or two.”
“When someone puts more thought and effort into their decline, that is something I remember,” said Blake Tomlinson, senior talent acquisition manager at cybersecurity firm BeyondTrust. “It helps down the line if you’re looking for another job in a year or two.”
Those steps can also help you should the hiring managers or recruiters move on to new companies where you would also like to work in the future. When you’re ready to look for a new job, Tomlinson said to search out people who initially wanted to hire you and see if they are now working at companies that you are interested in.
End your email or phone conversation with such comments as “hopefully our paths will cross again in the future” or “I would like to stay in touch for future opportunities,” career experts said.
But when asking to stay in touch, it’s imperative that you actually follow through, said Sarah Sikowitz, a director in Career and Professional Development at Harvard Business School.
Meanwhile, JR Keller, assistant professor of human resource studies at Cornell University, cautioned, “One thing you don’t want to do is write an email in such a way that it communicates you’re closing the door on ever coming back to this organization.”
Ways to Decline a Job Offer by Phone
Whenever possible, try to decline the job offer by phone versus email, career experts said.
“A call is more personal, allows transparency and it leaves less room for any misunderstanding,” Macwan said. “It also lets the recruiter know about the candidate’s long-term goals so they can reach out to him or her for relevant opportunities in the future.”
Neal agrees. She suggests leaving a voicemail message if the hiring manager or recruiter does not pick up the phone, then sending an email if you aren’t able to reach someone via phone.
“Introverts and younger people like to text, but don’t send your message that way,” Neal said. “Sending a text says you really don’t care and it’s just something you need to do to get it off your plate.”
How to Politely Decline a Job Offer by Email — 7 Templates
When declining an offer by phone is not an option, email can be just as effective since hiring managers and recruiters are often busy people.
“Just do it through email. They’ll understand,” Zafar Choudhury, a senior recruiting leader at Amazon Web Services (AWS), told Built In. “Keep it nice, be professional and be prompt in getting back to them. Politeness is always appreciated and that will keep the door open for you. A lot of people surprisingly forget that.”
“Keep it nice, be professional and be prompt in getting back to them. Politeness is always appreciated and that will keep the door open for you. A lot of people surprisingly forget that.”
Spellcheck and look for grammatical errors in your email before sending out your decline notice, he added. And if you are comfortable with having a phone conversation, you can end your email with the offer to follow up via phone if they have any questions regarding your decision, Keller said.
Offering No Specific Reason in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. After carefully reviewing all aspects of your job offer, I have decided to respectfully decline this opportunity and will not be moving forward with it. Again, thank you for your time. I wish you all the best.
Sincerely, (your name)
Keeping the Door Open in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. After carefully reviewing all aspects of your job offer, I have decided to respectfully decline this opportunity and will not be moving forward with it. However, I would like to recommend (name of another person) for this role and would like to stay in touch for future opportunities. Again, thank you for your time. I wish you all the best.
Sincerely, (your name)
Citing Compensation in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. After carefully reviewing all aspects of your job offer, I feel I must decline at this time because the compensation is not commensurate with my level of experience. It was a pleasure meeting you and learning about the fantastic work that you and your team do. I sincerely hope we get an opportunity to work together in the future and would like to stay in touch.
Sincerely, (your name)
Listing Scope of Work in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. After carefully reviewing all aspects of your job offer, I feel I must decline at this time because the scope of work does not align with my current goals. It was a pleasure meeting you and learning about the fantastic work that you and your team do. I sincerely hope we get an opportunity to work together in the future and would like to stay in touch.
Sincerely, (your name)
Accepting Another Job Offer in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. I am sincerely grateful for the opportunity. Unfortunately, I have decided to accept another offer from a different company since the role is more aligned with my current career goals. I would like to stay in touch and sincerely hope we get an opportunity to work together sometime in the future.
Sincerely, (your name)
Remaining With the Current Employer in the Decline
Dear (name of hiring manager or recruiter),
I greatly appreciate the time (company name) invested in my interview process and enjoyed the chance to engage with you and the other members of your team. I am sincerely grateful for the opportunity. Unfortunately, after much thought, I’ve decided that now is not the best time to leave my current employer. I would like to stay in touch and hope we have an opportunity to work together in the future.
Sincerely, (your name)
Reneging Job Offer You Already Accepted
Dear (name of hiring manager or recruiter),
Thank you so much for offering me the (name the position) position at (name of company). I’m truly delighted and thank you for giving me this amazing opportunity. Unfortunately, after significant (deliberation with my family or reconsideration), I’ve decided to decline this opportunity at this time. I’m extremely sorry for any inconvenience this may have caused you. I would like to stay in touch and hope we get a chance to work together in the future.
Sincerely, (your name)
How to Handle a Follow-Up Call After Declining an Offer
Hiring managers and recruiters who were super hot to hire you may want to have a deeper understanding as to why you declined their job offer.
“If they go to the trouble to follow up, they really, really, really wanted you. There are diplomatic ways to provide them with more details,” Rachel Amos, director of Career Services and Employer Relations INI at Carnegie Mellon University said.
If the fit wasn’t right, you could say that the focus of the team or company was different than where you wanted to take your career. For example, if a company was focused on maintaining their product’s code, you could note you were looking for a code creation role rather than a maintenance one. If a company was hiring for a hybrid remote position, you could note you were seeking a 100 percent remote job.
“You also don’t have to take the follow-up call,” Amos stressed.
Send an email noting you appreciated their time and felt your earlier explanation of declining their offer provided a good summation of your feelings and that you wish them the best, she added.
Declining a Job Offer You Already Accepted
Small mom-and-pop businesses with limited resources may be less forgiving if you decline a job offer that you already accepted but for larger companies, it’s a more common occurrence and one that’s understood if it happens, Choudhury said.
“Keep your decline short and sweet. Most employers are going to be very understanding and accommodating,” said Choudhury. “They’re not gonna cry themselves to sleep that you changed your mind.”
“When you decline an offer you already accepted, you need to communicate it in a way that shows you weren’t still looking for other opportunities after you accepted the offer.”
Cases, where job candidates accept an offer and then later decline, tend to happen more frequently with overseas hires, Tomlinson said.
That’s because employees in the UK, Germany, France and elsewhere have to give their employer a month to three-month notice that they’re quitting. This allows time for these new hires to explore other options before starting at their U.S. employer, he explained.
“When you decline an offer you already accepted, you need to communicate it in a way that shows you weren’t still looking for other opportunities after you accepted the offer,” said Tomlinson.
When a Student Reneges on a Job Offer
Students are unique in hitting the job market because they are blasting out 50 or more applications as they approach graduation, said college career experts.
As a result, their wide net may often lead to multiple offers coming in, compared to seasoned IT professionals who may be more selective in the number of companies they are applying to and have a lower volume of competing offers, said Amos.
“There are different levels of reneging,” she said. “There is a verbal ‘yes,’ which will generate an official offer letter. It’s easier to renege on a verbal ‘yes’ before signing the offer letter. You can say in your email after careful consideration you are declining. But after signing your contract and they’ve identified your start date, and the whole HR process has started, it’s harder to renege, though it happens.”
If you back out of an offer you’ve accepted to join your dream company or position, Amos stressed you need to notify your soon-to-be employer immediately and address it in a phone call versus an email.
“They’ve done a lot of work to onboard you and a lot of HR stuff and likely have you in their payroll system. They’re ready for you to start working for them, so I think a phone call is needed,” Amos said.
How to Avoid the Reneging Conundrum
Take these two steps and it’ll likely keep you out of the reneging conundrum, career experts said.
Before you accept the first offer that’s extended, ask for a week to carefully consider it and then immediately contact the other companies where you have interviewed to give them an update that you have received an offer from another employer and inquire if they can provide an answer on your candidacy with them, Amos said, adding it’s important to let them know the deadline you are facing with the company who gave you the offer.
“If you are a strong candidate, they’ll press their people to make a quick decision on whether or not to make you an offer,” Amos said.
Another important action you can take is to ask for an extension to give you more time to make a decision, career experts said.
How to Get a Job Offer Back After Declining it?
On the flipside, Tomlinson advised don’t decline an offer unless you are 100 percent sure you don’t want the job. “Sometimes a company can do certain things to kind of remedy your concerns,” he said.
But should you have a change of heart, it’s worth a try to inquire if the job offer is still available but don’t expect any leverage in prompting them to sweeten their original deal, career experts said.
“At that point, you really have no leverage,” Sikowitz said. “I won’t start trying to negotiate a better offer and have them bend over backward to do all this stuff for you. You have to be pretty prepared that you’re not in a position of power at that point.”
Indeed. Leave any arrogant attitude at the door.
“Don’t take the arrogant attitude that I’ve decided to come back to you and I’d like to start this position on Monday. You don’t know if that position has already been backfilled or a decision was made to go with another candidate,” Choudhury warned. “Just be humble. You can say something like, “My circumstances and situation have changed and I would like to inquire if the position is still available. If it is, I would like to show my interest in the next steps to move forward.”
5 Top Common Mistakes When Declining a Job Offer
Saying No Thank You
This smacks of rudeness, career experts said. “It’s not polite not to say thank you. It doesn’t acknowledge the time and energy recruiters and hiring managers put into the recruiting process,” said Keller. “It sounds silly, but this actually happens.”
Ghosting
Failing to return calls, emails or texts after a job offer has been extended is a form of ghosting — aka disappearing. This is on the top of the list of common mistakes, according to hiring managers and recruiters.
“We have memories like elephants,” Choudhury said. “We remember when someone has ghosted us and will remember their name if they apply again six months later, a year later, or even five years later.”
Procrastinating in Declining Offer
Procrastination is among the most common mistakes and is best remedied by notifying the hiring manager or recruiter as soon as you can that you plan to turn down the job offer, career experts said. This allows them to move onto their No. 2 choice without losing them too.
“If you commit to getting an answer back to someone by a certain time, stick to that timeline, rather than having us hunt you down to get a response from you and you end up declining,” Tomlinson said.
He added it’s acceptable to request more time to make a decision, but the revised deadline should be adhered to.
Writing a Terse Email Decline
“It may be disappointing to a recruiter or hiring manager for you to say ‘no,’ but a terse email is not very professional,” Sikowitz said, noting that much time is spent on the interview process by recruiters and hiring managers and they should not be left with a simple “no” from you.
Failing to Show Up on First Day of Work
As shocking as it may seem, it does occasionally happen. A new hire doesn’t show up on their first day of work, rather than taking the time to notify the new employer they have changed their mind and are declining the job offer they accepted.
“I hear HR people talk about how some people don’t even show up on their first day of work,” Neal said. “It’s usually the lower-level jobs where they don’t even show up.”
But perhaps the biggest mistake you can make in declining a job offer is to miss the opportunity to say “yes.”
“If a candidate is declining the offer due to a particular aspect or circumstance, he or she should discuss it with the recruiter before declining. In some cases, there could be a solution to address the candidate’s concern,” Macwan advised.