How to Politely Turn Down a Job Offer

Turning down a job offer can be hard, especially when you want to maintain positive relationships. Whether it's due to another offer or personal reasons, navigating this conversation with tact is crucial.

We’ll explore how to professionally turn down a job offer but keep the door open for potential possibilities.

By approaching the situation with the right mindset and communication techniques, you can uphold your professional image and keep the relationship intact for any future collaborations.

How to turn down a job offer but keep the door open?

Timing

As soon as you’ve made your decision, inform the employer. Delaying can harm your reputation and affect their hiring process.

Send your response early in the day and ideally during the first half of the week.

This way, the HR has time to react and potentially follow up.

Subject line for declining job offer

What is a subject line?

It is a brief summary or description of the content of an email. It's the first thing recipients see that helps them decide whether to open the message.

Your subject line should be clear and to the point. Avoid overly complex or vague language. The person should immediately understand the purpose of your email.

Mentioning the job title or the specific offer details helps the recipient quickly identify which position you’re referring to. This is especially important if they are managing multiple candidates.

Express appreciation

Respecting the time and effort the HR invested in the hiring process fosters goodwill. It shows that you value their offer and the work they put into considering you as a candidate.

Start by thanking the employer for the opportunity and recognizing the effort they put into the selection process.

Even though you’re declining the offer, expressing gratitude helps create a favorable final interaction. This can be beneficial if you’re seeking recommendations or references in the future.

Be clear

Clearly communicate your decision to decline the offer, without ambiguity. Avoid going into excessive detail about your reasons for turning down.

Example: "After careful consideration, I have decided to decline the offer. I have accepted another position that aligns more closely with my career goals."

Offer to stay connected

Indicate that you are still interested in the company and open to future possibilities.

Suggest connecting on LinkedIn or another professional networking platform. This makes it easier for you to stay updated on the company and for them to see your professional growth.

If appropriate, propose to share any resources, contacts, or insights that might benefit the company or team.

Positive closing

Present your best wishes for their search and the company’s future. This adds a positive note and leaves a good impression.

How to politely turn down a job offer email samples

How to decline a job offer but keep the door open: Template

Subject: Re: Job Offer - [Position Title]

Dear [Hiring Manager’s Name],

Thank you very much for extending the offer for the [Position Title] role at [Company Name]. I appreciate the time and effort you and your team have invested in the interview process and your interest in having me join your team.

After careful consideration, I have decided to accept another offer that aligns better with my career goals at this time. I genuinely enjoyed learning about [Company Name] and am impressed by the work your team is doing.

Thank you again for the opportunity. I hope our paths cross again in the future and wish you and your team continued success.

Best regards,
[Your Full Name]
[Your LinkedIn Profile, if applicable]

How to politely decline a job offer but leave the door open because of salary concerns:

Subject: Job Offer Decline - Emily Brown

Dear Ms. Johnson,

Thank you for offering me the Software Developer position at InnovateTech Solutions. After much deliberation, I regret to inform you that I must decline the offer. Although the role is exciting and the team seems wonderful, I have decided to pursue an opportunity that better meets my salary and benefits expectations.

I appreciate the time and consideration you have given me during this process. I am grateful for the offer and hope that we can remain in touch.

Thank you once again.

Sincerely,
Emily Brown

How to turn down a job interview but keep the door open:

Subject: Thank You for the Interview Opportunity

Dear Ms. Smith,

I hope this message finds you well. I am writing to express my gratitude for the opportunity to interview for the Marketing Manager role at Creative Solutions Inc.

After careful consideration, I have decided to pursue another direction at this time. This was a difficult decision, as I am very impressed with Creative Solutions Inc. and the wonderful work your team is doing, particularly in innovative digital marketing strategies.

I would love to stay in touch and be considered for future opportunities that align with my skills and career goals. Creative Solutions Inc. remains a top company of interest to me, and I hope we can connect again in the future.

Thank you again for your time and understanding.

Best regards,
Florence Pryor

How to politely decline a job opportunity from a recruiter due to job role misalignment:

Subject: Job Offer Decline - David Kim

Dear Mr. White,

Thank you for offering me the Product Manager position at FutureTech Enterprises. After careful consideration, I have decided to decline the offer, as the role does not fully align with my career goals and professional aspirations.

I truly appreciate the time you and your team have invested in the hiring process. FutureTech Enterprises is an impressive organization, and I am grateful for the opportunity to have been considered for this role.

Thank you for your understanding, and I hope we can stay connected.

Sincerely,
David Kim

FAQ on how to turn down a job offer but keep the door open

Is it necessary to provide a reason for turning down a job offer but leave the door open?

It’s not strictly necessary to provide a reason, but doing so can be beneficial.

Should I mention any specific aspects of the company that I liked?

Yes, highlighting elements you admired shows genuine interest and helps maintain a positive relationship.

Is it better to decline a job offer via email or phone?

An email is typically sufficient and more convenient, but a phone call can be more personal and professional if you have a good relationship with the recruiter.

How to turn down a job offer but keep the door open if I’m unsure about future opportunities?

Even if uncertain, express your interest in staying connected and open to future roles that may arise.

How should I handle a counteroffer if the company is willing to negotiate?

If you’re still not interested, politely decline the offer and reiterate your decision to pursue other opportunities.

What if I feel the offer was too good to refuse but have already accepted another position?

If you decide to withdraw from the accepted position, do so respectfully and as soon as possible. Apologize for any inconvenience your change of heart might cause and explain your decision briefly, without going into unnecessary detail.

What should I do if I receive a job offer from a company I previously turned down?

Reassess your interest and if you wish to proceed, explain your previous situation and express enthusiasm for the new opportunity.

Conclusion

Turning down a job offer without burning bridges is a skill that can significantly impact your professional network and future opportunities. By conveying your decision with appreciation and respect, you leave room for potential interactions.

Expressing gratitude, providing a clear yet tactful decline, and suggesting ways to stay connected can ensure that you decline a job offer but keep the door open and part ways on good terms.