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It’s OK to decline a job offer you’ve already accepted. Life happens. Maybe another offer comes along that promises more pay, or maybe your circumstances have changed.
This is a common situation, says Michael Steinitz, a senior executive director at Robert Half, a human resources consulting firm.
When somebody declines a job offer they’ve already accepted, “they're doing something in their own best interest, which is completely acceptable and makes sense,” Steinitz says. (He also points out that employers sometimes rescind job offers, too.) But he recognizes that this is a tough spot for both parties.
Here are four tips to help this less-than-ideal situation go as smoothly as possible for all involved, plus two email templates you can use to give the news to the employer whose offer you need to decline.
1. Do it ASAP
Reaching out to the company sooner rather than later gives your would-be employer as much time as possible to figure out a replacement. It’ll also help you look punctual and respectful of their time.
And if you signed any contracts or paperwork with the employer you’re dumping, you'll definitely want to contact the company ASAP. Declining a job offer after you’ve signed a contract could become legally very complicated, and you may want to consult with a qualified attorney.
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2. Don’t do it over email
Breaking the news over email instead of a phone or video call can be “a little bit of a cop-out to avoid confrontation,” Steinitz says.
While your interviewer may see no issue with you reaching out over email, it may be in your best interest to first try to communicate over a call. Then you can follow-up on that conversation by sending an email. That way you have a written record of what was communicated.
3. Be upfront, honest and specific about why you’re declining the offer
If you’re taking another job with a better salary, stock options, work-life balance or even a better commute or more vacation time, clearly communicate that reason to your would-be employer. Doing so will help them understand your decision. It could also prompt them to reexamine their salary structure, benefits and other offerings to new employees.
“The more communicative you are, the better,” Steinitz says.
4. Show gratitude
Declining a job offer you’ve already accepted doesn’t necessarily kill your chances of ever working with that employer. But mishandling the situation could close the door on future opportunities.
Be sure to express your appreciation for the offer. Declining it gracefully can go a long way in maintaining a solid relationship with the company.
- Thank everyone involved in getting you the job offer — not just the hiring manager, but also the HR employees, internal recruiters and anybody who interviewed you.
- Keep things short, sweet and to the point.
“Put your best foot forward, knowing your reputation goes a long way,” Steinitz says.
Email templates for declining a job offer you already accepted
Keep things short, sweet and to the point. Declining a job offer you’ve already accepted is bound to be a little awkward. If you’re honest and polite, you’ll set yourself up for as smooth an interaction as possible.
Template A: Your circumstances changed
Here’s a template you can use for declining a job offer you already accepted due to a change in your personal circumstances.
[Name of person you’re emailing],
Thank you for the offer of the [job title] position at [company name]. It is extremely flattering, and I appreciate the time you spent considering me for the role.
Unfortunately, I have to rescind my acceptance of the job offer. I did not arrive at this decision lightly, and I am disappointed that I won’t be able to join [company name]. [1-2 sentences explaining the personal situation keeping you from accepting the job]
Thank you, again, for the time and consideration. I wish you and everybody at [company name] all the best.
Sincerely,
[your name]
Template B: You took a different job
If you accepted a better job offer and need to decline the original offer, you can tailor this template to your needs.
[Name of person you’re emailing],
Thank you for the offer of the [job title] position at [company name]. It is extremely flattering, and I appreciate the time you spent considering me for the role.
Unfortunately, I have to rescind my acceptance of the job offer. In the interest of transparency, I received and accepted a competing offer from [company name]. I did not arrive at this decision lightly, and I am sharing this information with you in the hopes that it’s helpful in your future hiring efforts.
I appreciate the time and consideration invested in me. I wish you and everybody at [company name] all the best.
Sincerely,
[your name]
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