How to politely turn down a job offer

Rejections are always awkward. Whether it’s a breakup or a party invitation, turning someone down is never easy, and it’s hard to know what to say. Saying no to a job offer is no different.

If, like us, you think of a job interview as a two-way conversation where both the interviewer and the candidate are sussing out if they’d like to work together, you’ll know that rejecting job offers is a difficult but necessary part of job hunting.

There are many reasons why someone might want to turn down a job they interviewed for. They might have already accepted an alternative role, the salary offered might be too low, or they may have got a bad feeling about the company during their interview.

Whatever the reason for refusing an offer, and no matter how awkward you may feel, it’s always a good idea to remain polite and professional as you proceed.

Here is some advice on how to politely turn down a job offer (and some examples of what you might want to say in different scenarios).

How to politely turn down a job offer

Don’t leave it too late

As awkward and nerve-wracking as it can be, try not to procrastinate on getting back to the company which has extended you an offer of work.

Recruiting can be a lengthy process so it’s good practice to let the company know as soon as you’re sure about your decision. This reflects well on you as a professional and minimises any disruption to the organisation’s recruitment team.

Phone vs email

Next, you have to decide which is the most appropriate method by which to contact the company. There are no hard and fast rules when it comes to etiquette here, so we would advise that you use the method of communication that has been most commonly used between you until now.

For example, if all prior communication has taken place over email, there’s no need to suddenly contact the hiring manager by phone. However, if you’ve spoken to them on the phone before and built a good relationship with them during the course of interviewing, it is likely more courteous to give them a ring and contact them more directly to share the news.

Be direct and friendly

It’s totally ok to turn down a job that doesn’t feel like the right fit for you. Remember that by letting them know promptly and honestly you’re doing them a favour in the long run so try to avoid lengthy excuses no matter how awkward you feel!

Unless all of your correspondence has been very formal to this point, there is no need to suddenly adopt a formal tone. Be friendly and feel free to bring up any relevant personal anecdotes you have previously shared such as wishing them luck for an upcoming event.

Show your appreciation

Let the hiring manager know that you appreciate their offer and are grateful to have been considered for the role. Being amiable and positive in your rejection of the offer will leave them with a lasting good impression of your character.

Give a reason (but not too specific)

Let the organisation know why you’ve chosen not to accept their offer of work, however, there’s no need to go into the details if it’s uncomfortable to do so.

For example, if you don’t want to work for their organisation because you didn’t get a good impression during your interview and think you would be unhappy there, there is no need to share this with the recruitment team. In this case, simply let them know that you don’t think you’d be a good fit for the role and move on.

Leave the door open

Regardless of whether you think you’d like to work with this company in the future or not, it never hurts to leave the door open for future opportunities.

Be friendly and respectful in tone and let the hiring manager know that you appreciate the time they’ve taken to communicate with you and that you’d like to be considered for future work if relevant.

Examples of what you should say when:

You’ve accepted another offer

Hi [insert name],

Thank you for the offer to join your team at [insert company name].

While I admire the company and would have enjoyed the opportunity to become part of the team, I have accepted an offer from another company.

Thank you for taking the time to discuss this role with me and answer all my questions over the last few weeks.

I wish you all the best and I would love to hear about further opportunities with [insert company name] in the future.

Kind regards,

[insert your name]

The offer doesn’t meet your career goals

Dear [insert name],

Thank you for offering me the role of [insert job title] with your organisation. Unfortunately, I will have to respectfully decline your offer at this time.

After some careful consideration, I have decided that this job doesn’t fit with my current career goals.

I have enjoyed getting to know you and the team and I hope we can remain connected via LinkedIn.

Best wishes,

[insert your name]

The company isn’t the right culture fit for you

Hello [insert name],

Thank you for offering me the opportunity to join your team. I have given it a lot of thought but sadly I must decline.

I admire the work you do at [company name] and I’ve enjoyed learning more about the company and your goals, however, I feel that I would be better suited elsewhere.

I appreciate the time you have taken to support me throughout this process and I will be sure to recommend [insert company name] to others in the future.

Kind regards,

[insert name]