Rejecting a job offer (or interview) can be a tough choice to make, but it’s important to remember it IS a choice that is entirely valid for any reason you deem important. This can include, but is not limited to:
- how well the role aligns with your goals
- your mental health
- the position’s work culture
- the timing in your life
- opportunity for growth
- the commute
- the compensation and benefits package
When rejecting a professional opportunity, whenever possible, it is imperative to do so in a manner that does not hinder your future opportunities with that organization or hiring manager. After all, our professional careers are all about building and maintaining relationships. Keep reading for tips on how to turn down a job offer in a way that maximizes the potential for maintaining a good impression with the organization and hiring manager.
STEP 1 – Decide HOW to communicate the rejection
If the opportunity is internal, and/or you have a close relationship with the organization or hiring manager, talking in person in a private location is often best. If the opportunity is external, setting up a phone call is good, but Zoom can also work. Finally, email can be a good option, especially if there are any form of accessibility considerations (e.g., language barriers or significant time differences).
STEP 2 – Decide WHEN to communicate the rejection
Timing is key. To set yourself up for success, find a time of the week that the hiring manager would likely be less busy. Tuesdays to Thursdays are typically safer choices, and a time midday, just after lunch, can also be a good option. Depending on your situation, you can even informally schedule a time to talk (e.g., “Hey Joan, can I stop by your office after lunch today to quickly chat? I wanted to discuss the project manager interview with you.”).
STEP 3 – Communicate the rejection
Now is the time! Do the following:
- Communicate the rejection in a timely manner (e.g., don’t leave the other party waiting, especially if you already know that you plan to reject the opportunity).
- Show appreciation for the job (or interview) offer.
- Be clear in your rejection of the opportunity. In other words, use language like “I unfortunately can’t accept this role at this time” instead of “I unfortunately don’t think I can take this role at this time”.
- Be vague, yet truthful in why you are rejecting the offer (if applicable). For example, you can say “this opportunity, while exciting, doesn’t align with my future career goals” instead of “this opportunity, while exciting, doesn’t pay enough.” How much you decide to share is very personal and will depend greatly on the situation. Take time before meeting with the hiring manager to decide exactly what you want to say and how much you want to divulge.
- Reiterate your willingness to be considered for similar roles in the future, just not now, if you are indeed interested in working for the organization in another capacity. For example, “While this role unfortunately isn’t the right fit for me at this time based on my current outside-of-work commitments, I would love to be considered for an opportunity like this in a year or two with the organization. Can you offer any advice for how to reapply and/or be considered for a position like this at that time?”
- Thank them for their time and effort during the hiring process.
If rejecting the role over email, here is an example email you can use (change the wording if rejecting a job interview):
Subject Line: [Position Name] Offer Follow Up – [Your Full Name]
Hello [Hiring Manager’s Name],
Thank you so much for offering me the opportunity to work at [organization name] as a [position name] and for your time and assistance in the hiring process. I really value the work you do and appreciate your team. After much deliberation, I will unfortunately not be accepting this position as it isn’t the right fit for me at this time.
I hope to have the opportunity to be considered for future opportunities which may more closely align with my career objectives. Again, I sincerely appreciate this offer and I give my best wishes to the successful candidate!
All the best,
[Your Full Name]
[Your Number]
STEP 4 – Send a follow-up email
If you first spoke to the hiring manager in person or over the phone, send a follow-up email (refer above). Not only does this serve as a written record, but it shows one final display of appreciation to the other person for their time, energy, and consideration.
Final thoughts
Strong relationships are built on open communication, kindness, and truthfulness. Therefore, when rejecting any form of professional opportunity, maintain a positive working relationship by responding in a timely manner, being direct, and showing gratitude.
