Receiving a job offer is exciting, but sometimes it doesn’t align with your goals or expectations. Whether due to salary, company culture, or personal reasons, declining an offer professionally is crucial for maintaining relationships and your reputation. Here’s a guide to crafting a polite and effective rejection in English while adhering to professional etiquette.
Express Gratitude First
Always start by thanking the employer for the opportunity. Acknowledge the time and effort they invested in the hiring process. This sets a respectful tone and leaves a positive impression.
Example:
"Thank you for offering me the [Job Title] position at [Company Name]. I sincerely appreciate the time you and the team spent reviewing my application and meeting with me."
Provide a Clear but Brief Reason
While you don’t owe a detailed explanation, a concise reason helps the employer understand your decision. Focus on positivity—avoid criticism of the company or role.
Examples:
- "After careful consideration, I’ve decided to accept another opportunity that aligns more closely with my long-term career goals."
- "At this stage, I’ve concluded that the role isn’t the right fit for my current priorities."
Keep the Door Open
Even if you decline now, future opportunities might arise. Politely express interest in staying connected.
Example:
"I truly enjoyed learning about [Company Name]’s mission and hope our paths cross again. I’d love to stay in touch and explore potential collaborations in the future."
End Professionally
Close with a courteous sign-off, wishing the company success.
Example:
"Thank you again for this opportunity. I wish you and the team continued success, and I hope to remain in contact."
Full Email Template
Subject: Gratitude for the [Job Title] Opportunity
Dear [Hiring Manager’s Name],
Thank you for offering me the [Job Title] position at [Company Name]. I’m truly grateful for the chance to learn about your team’s impactful work.
After thoughtful reflection, I’ve decided to pursue a different path that aligns more closely with my current professional objectives. This was not an easy decision, as I deeply admire [Company Name]’s contributions to [industry/field].
I sincerely appreciate your time and encouragement throughout the process and hope we can stay connected. Wishing you and the team all the best moving forward.
Best regards,
[Your Full Name]
Common Mistakes to Avoid
- Over-explaining: Keep it concise. Avoid lengthy justifications.
- Negativity: Never criticize the role, salary, or company.
- Ghosting: Always respond, even if late. Silence harms relationships.
When to Send the Rejection
Aim to reply within 1–3 days of receiving the offer. Delaying may inconvenience the employer’s hiring timeline. If you need more time to decide, communicate this politely.
Handling Counteroffers
If the employer tries to negotiate (e.g., higher salary, flexible hours), assess whether their adjustments change your decision. If not, reiterate your decline gracefully:
"I truly appreciate your efforts to accommodate my needs. However, after further reflection, I must respectfully maintain my decision."
Final Thoughts
Declining a job offer is a normal part of career growth. By being prompt, appreciative, and professional, you protect your network and leave room for future opportunities. The business world is smaller than it seems—how you exit matters as much as how you enter.
Remember, clarity and kindness go hand in hand. Your reputation will thank you for it.
