You spent a lot of time altering your resume to get the ‘perfect’ job. You may also have gone through months of job searches and numerous interview rounds before you receive an offer letter. You must be thrilled upon receiving the letter, but you still choose to decline it. Why?
Declining an offer letter takes careful consideration, and there are various reasons why people do not take up a particular job.
Perhaps the offered salary is too low, the work culture is not good, or you might feel that you are not a good fit for the role – the reasons are innumerable.
So, is it unprofessional to turn down an offer letter? Not at all! Today’s job market is candidate-driven, and there are many skilled professionals who have various job opportunities. Therefore, job seekers can definitely turn down a role.
Today, we will look at why people decline a job role and what is the appropriate way to do that.
Of course, you can’t be impolite while turning down the offer. So, here is your guide to assist you in how you can refuse an offer letter in different situations/ scenarios.
How to cordially refuse a job letter
The entire process of sending out job applications and appearing for interviews involves a lot of grace and tact. Of course, this is also applicable when it comes to declining a job offer. But before you turn it down, ensure that you are confident and convinced that you don’t want the job.
Below are some tips that will assist you in politely turning down an offer letter.
1. Select a Suitable Communication Medium
The first thing to figure out is the channel/ medium via which you wish to convey the news. There are several pros and cons related to every method. Therefore, choose wisely!
For instance, if you got the offer letter through a call or voicemail, then it is best to call them up and tell them about your decision. However, if they mailed you the offer letter, you must mail them back. Sending emails is much easier than calls because typing out a sensitive and thoughtful rejection is better than doing it over the phone. In addition, emails are the best medium as there is no awkwardness involved. As a result, you can politely convey the rejection.
2. Convey your Gratitude
Beginning a repudiation letter with gratitude shows your professionalism. You must thank the company and the hiring team for investing their time in your application.
The company spends ample energy and resources to hire candidates. Therefore, make sure to tell them that you appreciate their efforts.
When a company sends the offer letter, they assume the candidate will accept it. However, when you decline the offer, the least you can do is thank them for considering you worthy enough for the role.
3. Make a Civil Decline
Saying no is a challenging task, especially when it comes to professional space. Therefore, the mail or message you send must clearly convey that you won’t be accepting the job offer. Make sure to state the rejection early in the email so that it doesn’t leave the hiring manager wondering about the objective of your message.
Also, avoid sounding harsh and maintain a cordial tone while mailing or calling them up!
4. Give a Suitable Reason
When you have spent a long time giving interviews for a particular role, it is polite and professional to inform the company why you are turning down the offer. However, it is crucial to know the difference between sharing and oversharing. Thus, consider where you must draw the boundaries.
You can have more than one reason to turn down the job offer. But it is best to elaborate upon only one reason/ cause to a point where it’s relevant. For instance, if you don’t like the position you are being offered, you can draft an email saying that it doesn’t align with your career goals at the moment.
5. Provide Recommendations
If you know someone who needs a job and would be a good fit for the role, then you can suggest their name to the company. Of course, it is up to the company whether to use your suggestion or not. However, it shows the level of care and consideration you hold for the organization.
Before recommending anyone, make sure that the person you suggest actually requires the job. Only after that, it is best to let the company know about the candidate.
6. Stay in Touch
The last thing to mention in your rejection letter is to stay in touch if you felt a connection with the hiring team. Even if you don’t take up the job, it is good to build a rapport with the team and use the opportunity to develop your professional network.
Sample Emails regarding declining a job offer
Below are the sample emails that will help you have a fair understanding of how you can decline a job offer.
- When the job isn’t a good fit
Sometimes you may not have a good reason to decline an offer letter. Thus, you can use the following template to reject a job without specifying the reason.
Dear (Name)
Thank you for offering me the Social Media Manager role at your company. After careful deliberation, I have decided to pursue this position with another company that is more in line with my career goals. It was a great experience meeting you and your team. I am grateful for the time you have invested in my application.
I wish you luck finding the right candidate. Hope to stay in touch.
Regards
(Name)
- When the salary is not as per your expectations
Sometimes the role may fit you, but the salary doesn’t. In such scenarios, here is what you can mail to the company.
Respected (Name)
Thank you so much for offering me the position of team manager. After carefully considering the annual package mentioned in the offer letter, I must ruefully decline. The salary doesn’t meet my current financial requirements.
Meeting you and learning about your company was an absolute pleasure. I hope to collaborate in the future. Once again, thank you for your consideration.
Warm Regards
(Name)
- When you have to decline after accepting the offer letter
Sometimes you may have to decline an offer after accepting it because of personal or professional reasons. Follow the sample if you are also in such a situation.
Respected (Name)
Thank you so much for selecting me among numerous candidates for the position of HR Manager. I know that I have accepted the job offer. However, after thinking deeply about it, I am afraid that I cannot take up this position at the moment. I apologize for the inconvenience that my decision may cause; I sincerely hope this won’t affect the professional bond we have formed in the last couple of weeks.
I am grateful for this opportunity that you gave me. I genuinely hope we stay in touch and collaborate at some point in the future. I wish you luck with everything.
Regards
(Name)
- When you don’t wish to leave your current job
There are times when you gave the interview and also got the offer letter but wish to stay in your current job. Here is a sample depicting the same.
Dear (Name)
Thank you so much for offering me your company’s project manager position. However, I am afraid that I have to decline the offer ruefully. While I am grateful to get this opportunity, I have decided to stay a while longer at my current job. I believe that I can learn and accomplish more at this point in my career with my present position.
It was an honor to meet you along with the rest of the hiring team. I would love to remain in touch and collaborate professionally in the years to come. I wish you luck in all your endeavors.
Regards
(Name)
The Bottom Line
Turning down a job offer can be intimidating. Therefore, you must ensure that the rejection is carried with professionalism and grace. Sometimes, it is worth waiting for the right job rather than just taking up one that happens to be available.
So, don’t panic if you still haven’t got your desired job. Instead, take a deep breath, follow the tips, and take help from the examples mentioned above to decline a job offer politely and maintain a cordial relationship with the company! And don’t worry, sooner or later, you will get the job you desire!
Also Read: Behavioral Competency at work
