Not Accepting a Job Offer Email: Templates & Examples

June 24, 2024
12 Minutes
Modified on:
June 24, 2024
Written by:
Swati Bucha
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In this competitive world, getting a job offer can be a challenging process for any job seeker. However, what if you get the job offer and are no longer interested in it? Or the job offer isn't a good fit for you. Or even if you receive multiple offers and have to decide on them? 

Suppose you’ve received interview calls from multiple platforms and practiced a lot to showcase yourself well. After a few days, you might receive a job offer, or even multiple of them. Receiving multiple job offers doesn’t bind you to accept all of them, right? It implies that if you get multiple job offers at once, you need to write an email about not accepting the offer, which should express your gratitude and your regrets.

 However, declining a job offer can be a daunting task for many employees, especially after going through a lengthy interview process. Sometimes, you must turn down an offer for several reasons, such as because you want to join somewhere else, the job isn’t the right fit, or you want to pursue your passion. Whatever the reason, you must handle the situation in a polite way, which should maintain a healthy relationship with the hiring manager and the company. If you are struggling with the same situation, don’t worry; you’re in the right place. 

This article explains the best ways to politely and respectfully reject a job offer. It also shares some templates and examples for not accepting a job offer while maintaining a professional relationship intact.

Reasons for Not Accepting a Job Offer

Notably, writing a letter about not accepting the offer is a big decision, but it is completely normal. If a job offer doesn’t look like a good fit for you, it’s always best to decline it, even if it may feel upsetting to do so. It will show your professionalism and maybe open doors for future opportunities.

Here’s a list of some of the possible reasons why someone wants to reject a job offer:

  • If a company doesn’t offer compensation or benefits that meet your expectations.
  • If the location or commute isn’t convenient for you.
  • If the company’s work culture doesn’t make you comfortable.
  • If you accept another job offer that better fulfills your needs.
  • If the current position doesn’t match your career goals and expectations.
  • If you’re experiencing any personal issues in life, such as illness or a family emergency.

Whatever the reason is, the key is to mention the right reason in the email. Whether it is some family issues or you think the pay isn't decent, express your views honestly. Writing fake excuses may not work and reflect your unprofessional behavior.

Besides, the best part is that if you give a genuine reason for rejecting a job proposal, the HR manager may come up with a solution to meet your needs and propose your desired offer. This may not work if you have already accepted another company's offer or decided not to work with the company for your reasons.

Best Ways to Not Accept a Job Offer

When you want to decline a job offer, it is crucial to do so as soon as possible with a valid reason. Contact the hiring manager and explain your reason professionally. Be honest and direct, and apologize for any inconvenience they may face because of your rejection. Choose your words carefully and express your gratitude in a way that may not harm your future relationship with the company. 

The best way to reject a job offer is in written form, either by email or letter. It should be done as soon as possible because, from the company’s perspective, they need to close the hiring process soon. If you delay sending the decline email, they may think of it as unprofessional behavior and may blacklist you. This hinders your ability to apply again if any new opportunities arise. 

It is the most professional and appreciative way to decline an offer. 

Things to Keep in Mind While Writing an Email for Declining the Offer 

In today’s digitally connected world, email is the most convenient and efficient way to decline a job offer. An email allows you to express your reasons or feedback clearly and in writing.

It should be noted that your job offer decline email must be short and specific to the necessary information, including the company, position, and reason for the rejection.

Here’s how to write a letter for not accepting the offer that won’t negatively project your image:

1. Show Appreciation

Express your gratitude and be gracious while declining a job offer. The hiring managers have spent so much time and resources trying to find your application as a perfect match. Thank them for the opportunity they provided, and show respect for the time they spent interviewing you. 

You always need to communicate politely and be specific about what you like about the company, like job opportunities or the way they interact with you. So, you may not have any hard feelings about declining the job offer in the future.

2. Be Honest and Give a Good Reason

While writing a letter not accepting a job offer, it’s crucial to be honest and give a good reason for declining the offer. Avoid any negative comments about the company or vague explanations. Instead, the explanation should be relevant to the job you were offered, such as salary, responsibilities, or commute. However, if you don’t have a specific reason for declining the offer, then it’s okay to write a brief response.

3. Stay Professional and Polite

When you decide to decline an offer, it’s crucial to remain sincere and professional in your email. Express your gratitude for the opportunities and avoid any negative comments about the position and hiring manager. This will show your good faith and express your interest in maintaining a healthy relationship with the company in the future. 

4. Keep It Short and Prompt

Keep your job-declining letter short and get straight to the point. Avoid unnecessary explanations regarding your problems or warning signs in the job profile. Stay with the primary reason for not accepting a job offer and say thank you. Moreover, don’t take too much time to write a rejection letter. Do it as soon as possible, as it gives time for the recruiter to find another suitable candidate.

5. Use Samples and Templates

You can use samples and templates for inspiration while writing a letter and not accepting a job offer. Although you should mention your personal and professional circumstances in the letter, Be specific and genuine and mention the reasons that are forcing you to take this step. 

6. Proofread and edit

Proofread and edit your text before sending it to the recruiter. It should be error-free and well-formatted. Read it 2-3 times to ensure it conveys your message clearly; it should not sound negative to the recruiter.

How to Write an Email Declining a Job Offer: Templates & Examples

Here are some of the most useful templates & examples to help you write a polite letter for a job decline based on different situations:

Template 1: Declining Because of an Unsatisfactory Compensation Package

You can use this template when the compensation package offered by the company doesn’t satisfy your needs.

Re: Job offer from [Company Name]

Dear [Hiring Manager's Name],

I am thankful for the job offer and for considering me for this valuable position at [Company Name]. However, after thorough consideration, I found that the compensation package doesn’t fulfill my current needs. If you’re ready to improve the package, I would be interested in accepting this job. For now, I’m unable to accept it.

Please reconsider it in the future. Do not hesitate to contact me to discuss salary negotiation at any time.

Best Regards,
[Your Name]

Template 2: Rejection After Accepting Other Offers

You can use this template if you’ve already accepted another job offer.

Re: Job offer from [Company Name]

Dear [Hiring Manager's Name],

Thank you for offering the position at [company name]. I appreciate your time and consideration in choosing me as a perfect fit for this job. I apologize for any inconvenience this may cause you, but I have decided to accept an offer from another company. My decision has been tough to make, but the job aligns more closely with my career goals.

Best Regards,
[Your Name]

Template 3: Declining a Job Offer Due to Relocation

You can use this template when you don’t want to accept the offer because of relocation issues.

Re: Job offer from [Company Name]

Dear [Hiring Manager's Name],

Thanks for considering me for the post [Job Title] at [Company Name]. Unfortunately, I am unable to accept the offer due to the costs and implications of relocating.

I hope you understand my situation. I wish you good luck in finding a suitable candidate for this post.

Best Regards,
[Your Name]

Template 4: Declining Job Offer Due to Company Culture

You can use this template if you feel the company culture doesn’t make you feel comfortable.

Re: Job offer from [Company Name]

Dear [Hiring Manager's Name],

Thank you for offering me this job at [Company Name]. However, after thorough consideration, I have determined that the company culture may not match my values and expectations.

I hope you understand and respect my decision, and I look forward to crossing paths in the future.

Best Regards,
[Your Name]

Template 5: Declining Due to Personal Reasons

You can use this template if you’re facing any personal issue that you may not want to disclose in detail.

Re: Job Offer for [Job Position]

Dear [Hiring Manager's Name],

Thank you for your recent job offer for the [Job Position] at [Company Name]. However, I’m currently experiencing some personal issues that make me decline the offer.

I respect the time and effort you have invested in the hiring process, and I wish you well for the future and hope you find a suitable candidate.

Best Regards,
[Your Name]

What to Expect After Not Accepting a Job Offer?

After rejecting a job offer, a candidate may expect the following things:

  • The hiring manager may ask for your valid reasons for not accepting the offer or may ask for your feedback regarding the hiring process.
  • The recruiter may search for other candidates for that position.
  • The company may save your resume and consider you in the future if you express interest in their company.
  • You may not connect with them again if you are unable to maintain a positive relationship with them, or they may hire someone else for the same position. That’s why it is best to write a courteous and polite email so you can end the conversation on happy terms. 

Wrapping Up,

Not accepting a job offer is not an easy task, but it can be manageable with professionalism, honesty, and respect. By showing your gratitude and being courteous, you can reject the offer and maintain a good relationship with the company. You don’t know when you will get another opportunity that fulfills your needs at the same company. So, it’s better to handle the situation with care. 

You can also use templates to express professionalism and good faith while declining an offer. They guide you through writing an email or letter respectfully explaining why you are not accepting the offer. 

Sometimes, you may have second thoughts about rejecting the offer; remember, it’s not the end of the road. Rejecting a job offer is a normal part of the recruitment process. Employers also expect some of the candidates will not accept their job offers; it won't affect your future job prospects. You’re solely responsible for building your career path. So, ensure you’re making the right decision for yourself! 

Frequently Asked Questions (FAQs)

1. Is it unprofessional not to accept a job offer?

No, if you think the job isn’t a good fit for you or isn't fulfilling your needs, you’ve got a right to decline it. A recruiter doesn’t bind you to accept the job. Remember, you should always be polite and thankful for someone choosing you while declining a job offer.

2. What are the good reasons to decline a job offer?

There are several reasons for rejecting a job offer, such as:

  • Company culture
  • Low salary
  • Inadequate benefits
  • You got a better offer
  • Limited career growth opportunities
  • You want more flexibility
  • Gut feeling
  • Personal reasons
  • The company has a bad reputation
  • Not lucrative enough
  • The job involves a long commute
  • Unprofessional hiring process
  • The time the job will take

3. Can I decline a job offer after accepting it?

Yes, you can reject a job offer after accepting it. However, ensure you haven’t signed any contracts yet. If you’ve signed an employment contract, check for the clause related to any particular period for withdrawing the acceptance or any other obligations.

4. How do you reject a job offer without affecting the relationship with the company?

You can show your gratitude for the opportunity and express your admiration for the company. Share your valid reason for rejecting the job offer, but politely and respectfully. Don’t mention any negative comments about the company, position, or recruiter.

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