How to Decline a Job Offer Politely in Writing
The road to finding your dream job isn't always paved in gold. You may find yourself in an interview process for a job you realize isn't a good fit. Read on to learn how to turn down a job offer gracefully in writing, without burning bridges.
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Instructions
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Respond promptly. When you're offered a job, let the potential employer know immediately when you plan to respond. If you have more than one job offer on the table and need time to decide, politely tell them you need a few days to consider the offer. Even if you already know you're going to turn down the job, it may still be wise to ask the employer for a little time to consider the offer, so as not to offend by declining immediately. Don't wait more than a week to respond to a job offer.
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Decline by phone or email. While a phone call is the most appropriate way to decline a job offer, email can be fine as well. Most importantly, make the tone of your email kind and humble. Start by thanking the employer for the opportunity to interview at their company and mention a few specific details that impressed you about the interviewer or company. Avoid generic compliments that may seem insincere: find something specific you can praise.
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Explain your decision carefully. You don't have to give a specific reason for turning down the job offer. But if your decision was hard, or if the reason you're turning down the job might make the employer feel better, you may want to mention these facts. For example,"Unfortunately, after a conversation with my family, we have decided that the commute is too far." Just make sure the excuse is legitimate---if the employer offers a solution or counter offer, you don't want to be backed into a corner. A general rule of thumb: If you have nothing nice to say, don't say anything at all.
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Consider recommending someone else for the job. If you know someone who may be a good fit for the position, you may want to suggest them to the employer. Just make sure to speak to the potential job candidate about it first, unless you know that they would welcome the opportunity.
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Follow up with the people who interviewed you within a week or two. Even though you declined the position, you might like to keep the interviewers as professional contacts. This could be as much as extending a lunch invitation or as little as requesting to be their contact on websites like LinkedIn or Facebook.
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