It is important to be gentle and courteous when you decline a job offer. You must keep your options open, avoid closing opportunities and leaving a bad impression at the same time. Turning down a job offer can be awkward, but it's easy if you do it right. So how do you do it? Just follow the next steps.
Steps
Method 1 of 3: Decline a job offer over the phone
Step 1. Return the call quickly
As soon as you know that you won't be able to accept the position, call back. The longer you take the longer it will take your potential employers to hire someone else. You are already rejecting the offer, the least you can do is be as efficient as possible.
- As soon as you've accepted another position or realized that taking the position is impossible due to salary, responsibilities, commute, work environment, or for whatever reason, make the call.
- You should call the hiring office or the person who called you to make the offer.
Step 2. Be grateful
Before declining the job offer, take the time to show the company how much you appreciate the offer and the company's effort to make you feel comfortable, by showing you around, introducing you to the person, for whatever they have done.
- Thank not only the person you are calling, try to name a few people in the company who have helped you.
- Use some nice adjectives when describing the people or people who interviewed you. You can say that the person was kind, considerate, friendly, professional, or whatever fits the situation.
- Do not exaggerate. You don't have to spend an hour thanking the person on the phone. Only two or three sentences will suffice. Get to the point.
- Maintain an appropriate tone. Although you are flattering the company, it should be obvious that the call is to deliver bad news. Don't sound so enthusiastic that the person is shocked that you won't take the job offer.
Step 3. Decline the offer
After thanking the person, clearly confirm that under no circumstances will you accept the job offer. You can start by saying, "Unfortunately …" or "unfortunately …" before delivering the bad news. You can then state the reason why you cannot accept the job offer.
- Be diplomatic. You don't have to be completely honest if you feel something negative. Treat this person like a future employer, and be as kind as possible.
- Speak clearly and firmly. Even if you want to rush to end the call, you should sound clear and confident when communicating the message.
- You should not go into details. For example, if visiting the company gave you a bad vibe or if the position was not up to you, you can say "the job offer does not meet my career goals." You can also say that the job does not suit your needs.
- If you get another job offer, wonderful. That will make the process easier. Just say that you have been offered another position that meets your career goals or is closer to your career goals.
- Emphasize that it was a difficult decision to make and that you really wish it had worked. Don't sound like you don't care about the company at all.
- Keep your tone even and sincere. Show the person that you really regret the decision.
Step 4. Answer any questions they ask you
Most likely, you're not off the company's radar yet. After you make it clear that you are turning down the job, they will ask you more about your process when making a decision.
- Be polite and professional. Even if you feel like you are being questioned intensely and want to end the call, answer the questions with a level of detail that you want to use.
- Give it your full attention. Even if you feel uncomfortable or if they call you at a time where you are busy, listen carefully to the person to show that you care and that the company should think of you in the future.
- Be polite. Keep your tone positive and pleasant, no matter what you are saying.
- Don't offend the company. If the benefits package wasn't enough for you, for example, don't say the company is stingy.
Step 5. Finish gracefully
When you have reached your goal and have answered all the questions that were asked, it is time to end the call. After all, the recruiting office must find someone else to fill the position, so ending the conversation will be beneficial to both of you.
- Again, thank the person for their time and effort.
- End with a little compliment. Remind the person that you have been impressed with the company.
- Wish the person and the company luck in their future endeavors.
Step 6. Place it on paper
Once you've hung up the phone, the worst is over. But to complete the process, you must follow the procedure by writing a letter to the person who offered you the position.
This will make you look more responsible and professional
Method 2 of 3: decline a job offer in writing
Step 1. Write quickly
As soon as you know that you will not accept the job offer, you should write a letter or email. Although you should make a phone call first, in more casual settings, starting with a letter is acceptable as well.
Step 2. Write a concise and friendly opening
Simply writing "Dear Mr. Smith" is acceptable.
Step 3. Be grateful
In the first or second sentence that you write, you should thank the person for offering you the position that has been offered to you and for being so kind and courteous to you.
Remember to write your letter professionally. Don't be casual, or use an overconfident tone
Step 4. Explain your reasons
You can say that the position simply does not fit your needs, or that you have found another position that aligns more with your goals.
You shouldn't be as meticulous as you should be on the phone. You can explain your reasons in a single sentence. If you write an email, you can be even more concise. Your letter should not exceed two paragraphs
Step 5. Wish the person luck
Wish the person and the company the best of luck. It is important to be courteous because you may want to work for that company in the future.
Step 6. Check your writing
Take the time to reread what you have written to make sure your points are clearly communicated and that the letter is free of errors. Even if you don't accept the job offer, you should come across as meticulous and attentive.
If your letter or email is full of spelling errors, you will come across as sloppy
Method 3 of 3: Decline a job offer in person
Step 1. Be honest
If you have been offered a job offer in that same place and you know that there is no possibility that you can accept it, state that it does not meet your objectives. Although on very rare occasions one person hires another immediately, it can happen.
- Not while on the reasons why you don't take the position. You can omit information, but don't lie. You must keep your credibility intact when trying to explain that you have decided not to take the job offer.
- If you are fairly certain that you will not take the position, but you are not 100% sure about this, say that you will be in contact with the person as soon as you have made a decision. This is perfectly acceptable.
- If you know that you will not be able to accept the offer but you feel a lot of pressure at the time, ask for more time to think about it and then make the call or communicate your decision in writing.
Step 2. Maintain proper body language
While you're delivering bad news, keep eye contact, don't hunch over, and don't fold your hands on your chest. Give the appearance of being sorry, but comfortable, not like you want to escape the place.
Step 3. Explain your reasons
Explain to the potential employer why you will not accept the position in the same way that you would over the phone. Be diplomatic, concise and courteous.
Speak slowly and clearly so you don't have to repeat it again
Step 4. End on a good note
Shake the hand of the person who offered you the position and wish the person and the company the best of luck. Leave the office with good posture and a moderate step so that you don't give the impression that you want to leave the office.
Step 5. Continue writing
Writing a concise letter or email reaffirming how grateful you are will make you look even more courteous.
Advice
- If you turn down a job offer for the compensation package, remember that you can negotiate it.
- If you are rejecting a job offer by email, you should not write the employer's address at the top.
Warnings
- Never make negative remarks about the company or employees when you decline a job offer.
- Don't close your doors by not formally turning down a job offer. There is no guarantee that a job offer in the future will work for you. If this doesn't work, you may have to go back to your old option, which means you have to apply for the position again.