Most people will apply to more than one new job at a time, meaning that they may be spoiled for choice when the job offers come rolling in.
They are left with an excellent problem to solve: how to decline a job offer but leave the door open. After all, you may start a new job and realize it isn’t all you dreamed it to be.
Then you may want to reapply to companies and jobs that you had previously turned down. In other scenarios, you may also realize that you want to stay with your current employer, so you’ll still need to figure out how to politely decline a job offer and we are here to help you!
In this ResumeGiants article, we will discuss the required elements for a job rejection letter, sample emails you can tailor to your own situation, and a few last tips on how to respectfully decline a job offer.
This letter is an important part of job negotiations and one you don’t want to forget. The hiring managers may have spent lots of time getting to know you and would appreciate a letter letting them know that you have decided to pursue another opportunity.
What to Include in a Job Rejection Letter
Each and every job rejection letter should contain a few key elements:
- A reference to the job title/job number that you were applying for
- Clearly stating that you will not be accepting their job offer
- A brief explanation as to why you have chosen to work somewhere else
- A statement of thanks for their time and effort through the interview process
- Leave the door open to future correspondence
Depending on your situation, what you’ve chosen to do instead of accepting this job offer, and your own personal style, you will customize your letter to better represent you and your decision.
For example, some people may be more descriptive and personal in their correspondence, while others prefer to keep things strictly professional and as short as possible. It’s completely up to you, and to help you get started, we have included a few sample emails for declining a job offer.
Sample Emails for Declining a Job Offer
This could be the first time that you haven’t accepted a job offer, and you may not know how to decline a job offer but keep the door open with the company.
It might be years down the road that you contact this company again to interview for a position, but the same hiring managers and HR reps could be there and remember their interactions with you.
In order to make sure you leave things on a good note, we have created three sample emails for you to use as a starting point when you decline a job offer.
When You Have Accepted Another Offer
First, let’s take at look at how to turn down a job offer but leave the door open to future opportunities.
You’ll still use all the elements listed above, but you’ll make it clear you’ve decided to accept another position, while you are still grateful for the chance to have interviewed with them.
Mrs. Mason,
I was delighted to see the Junior Mechanical Engineer job offer from Manufacturing Inc. in my inbox this week. Thank you for taking the time to get to know me during the interview process, and for introducing me to the team. It was lovely to meet everyone at the plant.
Upon careful consideration of all my options, I decided to accept a job offer with another engineering firm. While I would have enjoyed working for Manufacturing Inc., the position I have accepted is more in line with my education and long-term career goals.
I wish you and the team all the best in the future, and I hope to see some of you soon at the engineering conference in Chicago.
Many thanks,
John Weaver
When the Job Is Not a Good Fit
If the job offer is simply not what you want to be doing, you can politely explain that to the hiring manager while also expressing gratitude for their time.
You don’t have to lie and say you’ve accepted another job offer when you haven’t. You can simply explain that this job isn’t the right fit, and you’ve taken the time to carefully come to that conclusion.
Dear Mr. James,
I wanted to send you a note to first let you know how grateful I am for the time and care you took while getting to know me as I interviewed for the Children’s Book Editor position this past month.
I’m so flattered to have received a job offer this week from you. The details were thorough, and it gave me an excellent understanding of the requirements should I accept the offer. However, upon much thought and deliberation, I’ve decided this role is not a good fit for my current commitments. I would have loved to work with you, but instead I will be looking for a position that offers more flexibility and remote work options.
Best of luck with everything and I can’t wait to see the new releases from ABC Publishing this fall.
Sincerely,
Jane Moore
You may decide to not include as much detail as the example email above and simply state that the offer was not a good fit for you at this time. It’s entirely up to you how much you divulge.
And in an era where people are now used to working remotely and having more flexibility and autonomy at work, hiring managers will not be surprised if you decline a more traditional work arrangement.
When the Salary Doesn’t Meet Your Expectations
Lastly, we will look at a sample email response to a job offer when the salary was not high enough for you to accept the position.
Some of us may have been taught that it’s not appropriate to discuss money openly. But in the midst of a job offer and salary negotiations, you want to make sure you are crystal clear about your expectations, so that you are paid well, and you don’t undersell yourself and your skills.
Here is an example of how to decline a job offer to stay with your current employer due to salary expectations.
Dear Mr. Sighn,
It was great meeting you last week when I interviewed for the Adjunct Professor position at City College. I appreciate you taking the time to show me around campus and introduce me to the members of the English Faculty.
Unfortunately, I will not be able to take the job offer with your college. Due to the lower salary in your job offer, I have decided to stay with my current employer for the time being.
If budget allocation changes for the teaching positions at the college in the near future, please let me know. But in the meantime, I wish you all well, and I look forward to crossing paths again soon.
All my best,
Lynn Kelly
Tips for turning down a job offer
Before you hit send on your email to decline a job offer, be sure you have put some time into your response. The email itself can be short, but you want to make sure it is professional, honest, and to-the-point.
And make sure you don’t turn down a good job offer too quickly, expecting that another (better) offer will come in the days that follow. You want to make sure you have a secure job, whether that means staying at your current employer or moving on with an exciting job offer in writing.
Finally, make sure you edit the email and spell-check it. While you won’t be working with these folks in the near future, you still want to make a good impression. Some industries and cities are small, so being polite and kind can go a long way.
If you are still looking for a job, and want to make a winning resume, use any of our free resume templates. You will not regret!