Business Etiquette: How to Decline a Job Offer

It’s not uncommon for someone to apply for a position and, after deliberation and further information, decide it’s not the right fit.

What may have sounded like the perfect job could quickly turn out to be an option best suited for someone else. If you have interviewed, and then been offered a job you no longer are interested in pursuing, follow these etiquette tips on how to properly and politely decline.

Opt for a Phone Call and a Formal Letter

First off, make a personal call and let the interviewer know of your change of heart. Follow up by sending a formal acknowledgment, thanking the people you spoke with in the course of your interview(s), informing them that you have decided to decline the job offer. It’s not the first time they have experienced a potential employee who changed their mind. What they will remember is your graceful exit.

Give a Reason (but Not TMI)

You may have several valid reasons to turn down the role. However, keep your feedback short and sweet. You may not like the dress code, or the corporate culture was too stiff or lax, or you didn’t gel with your potential boss or the work week was not flexible enough for your comfort level. Regardless of your personal feelings, professionally deliver your feedback. In the business arena, you will interact with people who you have met along the way, and you don’t want to burn any bridges in the process.

Don’t Delay

Putting off the inescapable because you are nervous or don’t want to address an awkward exchange only delays the inevitable and can possibly compromise an opportunity for the company to hire another good candidate. There may have been several good choices, and you were one of them but waiting too long may reduce the chances of the other candidate being available.

Sample Phone Call:

Mr. Jones,

I am flattered by your job offer, but I have decided to take my name out of the pool for this position due to the travel the role entails. I want to thank you for your time and the concise explanation of the job requirements. I know you have many applicants and I wish you the very best. I hope to stay in communication and look forward to continuing our professional relationship for years to come. Please accept my apology for changing the course of our conversation, but I believe it will be in both of our best interests to continue the search for the right fit.

Sample Letter:

Dear Mr. Franklin,

Thank you for the opportunity to work with your company. After careful deliberation, based on our interview and further research, I feel it best to decline your generous offer. Your company is impressive, and I appreciate your consideration. The reason for my change of heart is due to the rigorous travel schedule. I am not in a position where I feel comfortable to leave my family for long periods of time each month.

I appreciate all of the time you spent sharing your information and knowledge with me, and I look forward to maintaining a positive relationship with you for many years to come.

Review the Employment Agreement

If you signed a contract, you might be legally indebted to the company for a certain length of time. In such circumstances, after you state your desire to the hiring manager, it may be better to start the job and work in the 90-day window, giving your 2 weeks to 30-day notice. This action may be extreme but necessary in rare cases. Some supervisors may let you off the hook while others won’t. Time and training are considerations for an employer who would rather invest in a committed employee versus someone who is merely following through with a contractual agreement.

You may also like 6 Questions You Should Ask at Your Next Job Interview. For more of Diane’s etiquette tips, “like” The Protocol School of Texas on Facebook, and follow Diane on Pinterest, Instagram and Twitter. Buy her new book, Modern Etiquette for a Better Life.