Have you ever received a job offer that you had to decline? It’s not an easy task to do, but sometimes it’s necessary for personal or professional reasons. If you’re unfamiliar with the process, writing an email to decline a job offer can be tricky. But don’t worry, I’ve got your back.
In this article, I’ll provide you with a sample job decline email that you can use as a template. Not only that, but I’ll also give you some tips on how to edit it to fit your specific situation. Whether you’re declining an offer because of salary, location, or simply because it’s not the right fit for you, this article will help you craft the perfect email.
So, if you’re in a situation where you need to decline a job offer, keep reading. By the end of this article, you’ll have the tools you need to do it with confidence and grace.
The Best Structure for a Sample Job Decline Email
When it comes to turning down a job offer, having a clear and respectful communication style is key. Your email should be professional, concise, and to the point. Here are some tips on how to structure your sample job decline email:
1. Start with a Thank You
Begin your email by expressing gratitude for the opportunity. Even if you’ve ultimately decided to decline, it’s important to convey appreciation for the time and consideration the company invested in you as a candidate.
Example: Thank you so much for offering me the [Position] role at [Company Name]. I really appreciate the time and effort that the hiring team has invested in me throughout the interview process.
2. Communicate Your Decision
Once you’ve expressed thanks, it’s time to deliver the news. Keep your message respectful and straightforward, while avoiding overly emotional language. Be clear and concise about your decision not to accept the job.
Example: After careful consideration, I’ve decided not to accept the [Position] role at [Company Name]. While I was impressed by the opportunity, I’ve chosen to pursue other career options at this time.
3. Offer a Reason (but Keep it General)
It’s not strictly necessary to offer a reason for your decision to decline the job, but it can be helpful in preserving a positive relationship with the company. If you do choose to offer a reason, keep it general and non-specific. Avoid negative or critical language that might create defensiveness or hurt feelings.
Example: I’ve decided to pursue opportunities that align more closely with my long term career goals. I’m grateful for the chance to have gotten to know your company, and I’m confident that you’ll find a high-quality candidate who will excel in this role.
4. Offer to Stay in Touch
If you’ve built a positive relationship with the company, it’s a good idea to offer to stay in touch. This shows that you value the company and appreciate the opportunity to have met and worked with the hiring team.
Example: Again, thank you so much for the opportunity. If there’s anything I can do to help in the search for the right candidate, please don’t hesitate to reach out. I’d love to stay in touch with [Company Name] in the future.
Conclusion
A well-structured job decline email can help preserve a positive relationship with the company you’re turning down, and can help you communicate your decision directly and respectfully. Use these tips to help structure a strong and professional message, and maintain your reputation as a thoughtful and considerate candidate.
7 Sample Job Decline Emails
Declining Due to Accepting Another Offer
Dear [Hiring Manager’s Name],
I hope this email finds you well. I would like to express my gratitude for the time and effort you invested in the hiring process at [Company Name]. After careful consideration, I have decided to decline your job offer because I have accepted another offer that aligns more closely with my career goals.
While it was not an easy decision, I believe my newfound opportunity will significantly support my career development. Nevertheless, I would like to convey my appreciation for the time and effort put into assessing my suitability for the role. Your team was extremely professional and responsive throughout the process, and I am confident the company will continue to thrive in the future.
Thank you for considering me for the role. I understand the selection process requires a significant amount of effort and energy, and I deeply appreciate your time and attention to my candidacy.
Best regards,
[Your Name]
Declining Due to Compensation and Benefits
Dear [Hiring Manager’s Name],
Thank you for offering me the position of [Job Title] at [Company Name]. I was delighted to receive your offer and appreciate the time and effort you put into the interview process. Regrettably, I am declining the job offer as I believe the compensation package and benefits do not align with the market standard or my expectations.
I value the opportunity I received to work with [Company Name] and the professional support and guidance throughout the recruitment process. I learned a lot about the company and the role, and I ensure you that the company deserves a candidate who shares its vision and commitment to excellence.
Again, thank you for the chance you gave me to be part of your organization. Please let me know if there are any other ways that I can support [Company Name] in the future.
Respectfully,
[Your Name]
Declining Due to Location
Dear [Hiring Manager’s Name],
I would like to sincerely thank you and the [Company Name] team for taking an interest in my application for the position of [Job Title]. After careful consideration and some personal reflection, I regret to inform you that I must decline the job offer.
Unfortunately, the role is located [too far away from my current residence/ the relocation is not feasible at the moment], and I am not able to commute daily or move at present. I sincerely apologize for any inconvenience or disappointment caused by this decision. I recognize the significant investment of time and resources made by [Company Name] during the recruitment process, and I truly appreciate your consideration.
It has been a pleasure to learn about your company and the opportunity you provided to me. I am confident that the organization will continue to flourish under your leadership.
[Respectfully / Cordially],
[Your Name]
Declining Due to Work-Life Balance
Dear [Hiring Manager’s Name],
Thank you for offering me the position of [Job Title] at [Company Name]. I am grateful for the opportunity to join an esteemed company like yours, and I appreciate the time and effort you invested in assessing my suitability for the role. However, after carefully considering the expectations and demands of the position, I have decided to decline the job offer.
While I value the opportunity to work for [Company Name], I am prioritizing my work-life balance. The demands of the job, including [explain specific factors], make me hesitant to take on the role at this point in my career. I understand that the expectations of the role are vital to the prosperity of [Company Name], but I strongly believe this is not conducive to my personal and professional goals at this time.
Thank you again for the opportunity provided to me— I would like to keep the door open for potential collaboration in the future. I genuinely wish good luck to [Company Name] in all its endeavors.
Best regards,
[Your Name]
Declining Due to Company Culture
Dear [Hiring Manager’s Name],
Thank you for extending an offer of employment and entrusting me with the responsibility of joining the [Company Name] team. I would like to express my gratitude for the opportunity to work with you and your team. However, after much deliberation, I have decided not to accept the offer.
During my time in the recruiting process, I gained a deeper understanding of the [Company Name] culture, workforce, and vision. While I admire many of the company’s values and focus, I believe that the company’s direction conflicts with my values and career goals. I believe that I will thrive in a working environment that aligns more closely with my views and priorities.
Thank you again for trusting and considering me for the role. I appreciate your time and effort invested in the recruitment process.
Respectfully,
[Your Name]
Declining Due to Qualifications and Experience
Dear [Hiring Manager’s Name],
Thank you for offering me the position of [Job Title] at [Company Name]. I appreciate the opportunity to work for such a prestigious organization, but after careful reflection, I have decided to decline the job offer.
Although I was excited about the role and its responsibilities, having learned more about the job’s expectations, day-to-day routine, and the company, I have come to realize that my qualifications and experience are not a fit for the role’s requirements. While I am confident that I could contribute my skills to [Company Name] in a different capacity, I do not believe I have the necessary expertise or experience required by the role.
Once again, I am sincerely grateful for the opportunity to learn about [Company Name]’s mission and values. I truly hope that you can find a candidate who can meet all the requirements of the position and take the company to new heights.
Kind regards,
[Your Name]
Declining Due to Personal Reasons
Dear [Hiring Manager’s Name],
Thank you very much for extending a job offer to me, l would like to express my deep appreciation for the time and consideration the [Company Name] team invested in me over the course of the recruitment process. However, I must decline the offer to join the team due to some personal circumstances that have recently arisen.
Unfortunately, I am experiencing a family emergency that requires me to focus my efforts and attention on my home life temporarily. Unfortunately, I cannot devote the attention and commitment that the job necessitates. It was not an easy decision, and I deeply regret any inconvenience or disappointment that this may have caused [Company Name].
I hope to maintain our professional relationship, and I am confident that your company will prosper in the future.
Thank you once again for considering me for the role, and I wish you and the [Company Name] team the very best of luck moving forward.
Best regards,
[Your Name]
How to Politely Turn Down a Job Offer Via Email
Turning down a job offer can be a difficult task. However, it is important to approach the situation with professionalism and sincerity. Here are some tips for writing a sample job decline email:
- Thank the employer: Start by thanking the employer for the job offer. Express appreciation for their time and for considering you for the position. This will show your gratitude and respect for the employer.
- Be gracious: Keep the tone of the email gracious and positive. Even if you have decided not to accept the job offer, it is important to leave a good impression. This will help build your network and opportunities for future job offers.
- Be honest: It is important to be honest about why you are declining the position. If there are specific concerns or issues, address them tactfully. Avoid making any negative comments about the employer or the job. Instead, focus on your own priorities and goals.
- Provide a clear and concise explanation: Explain your situation clearly and concisely. Be specific about your decision and the reasons behind it. This will help the employer understand your position and avoid any confusion or misunderstandings.
- Offer to stay in touch: Even if you have decided not to accept the job offer, it is important to maintain a positive relationship with the employer. Offer to stay in touch and keep them informed of your future plans. This will help build your network and opportunities for future job offers.
- End on a positive note: End the email on a positive note. Thank the employer again for the opportunity and express your best wishes for their company and its future endeavors.
Remember, even though it might feel uncomfortable, it’s important to keep grounded and approach the situation with humility and grace. Employers may remember how you handled their job offer decline and in the future, may reach out to you for other opportunities.
Sample Job Decline Email FAQs
How do I write a decline job offer email?
To write a decline job offer email, you should start with a thank-you note followed by a clear and concise message explaining the reason for declining the job offer. Be polite and professional when writing and offer to stay in touch with the employer in the future.
When should I send a decline job offer email?
You should send a decline job offer email as soon as you have made the decision to decline the offer. It is important to be prompt and professional to show respect for the employer’s time and effort.
What should I include in a decline job offer email?
You should include a thank-you note, a clear and concise message declining the job offer, and an offer to stay in touch with the employer in the future. You can also mention specific reasons for declining the offer if you feel comfortable sharing them.
Do I need to give a reason for declining the job offer?
No, you do not need to give a reason for declining the job offer. However, if you feel comfortable sharing the reason, you can do so in a polite and professional manner. It may also help the employer understand how to improve their recruitment process in the future.
Can I decline a job offer and still keep the door open for future opportunities?
Yes, you can always decline a job offer and still keep the door open for future opportunities. It is important to be polite and professional when declining the offer and offer to stay in touch with the employer in the future.
Should I decline a job offer in person or via email?
You can decline a job offer either in person or via email, depending on your preference and the circumstances. However, sending an email allows you to have a documented record of the decline and ensures that the message is communicated clearly and professionally.
Is it okay to decline a job offer after accepting it?
It is not ideal to decline a job offer after accepting it, as this can inconvenience the employer and reflect poorly on your professionalism. However, if you have a valid reason for declining the offer, it is important to communicate it clearly and promptly to minimize any disruption or inconvenience.
Thanks for reading!
I hope this sample job decline email was helpful for you. Remember, it’s never easy to decline a job offer, but doing it gracefully and professionally can leave a lasting positive impression. Keep in mind that maintaining a good relationship with the employer may open doors for future opportunities. If you have any questions or suggestions for future article topics, please don’t hesitate to reach out. Thanks again for reading and keep checking back for more tips and tricks!