While it is not always easy, it is important that you provide employers with a timely decline of an offer, typically within one to two weeks. Read on for some guidelines on how to appropriately and professionally decline a job offer.

We advise that you decline the offer using the means of communication you have been using throughout the entire interview process. This may be by phone, email, or letter.  If you do call the recruiter, be sure to follow up your conversation by sending a letter or email to him/her as well.  This provides a record of your conversation.

• PLAN

  • Outline and write a draft of what you will say to the recruiter prior to sending the message or calling the employer.

  • A well-thought out message will leave a more positive impact on the employer and it will also give you one final chance to sort through why you are declining the offer.

• BE PROMPT

  • As soon as you make your decision regarding the offer and plan what you are going to say, contact the employer.  The organization will need to offer the position to someone else, and you don't want to delay this process.

• BE COURTEOUS & PROFESSIONAL

  • No matter how you communicate your decision, you must be professional and courteous. You may be turning down this position, but you might want to be considered for future opportunities.

  • In addition, many recruiters speak to and interact with each other regularly, and you do not want to tarnish your reputation in this process.

  • Successful job seekers use every possible chance to network, so thank each person with whom you interviewed and wish them and their company continued success.

• BE DIPLOMATIC

  • If you've received a more generous offer and that is the reason for declining this offer, avoid mentioning the details of the position you're accepting.

  • Let the employer know that you were impressed by the organization and carefully considered the offer, but you are accepting a position that better suits your career objectives.

  • In many cases, you do not need to mention whether or not you took another position. You could just cite that this opportunity was not the best fit for you at this time.

• BE CONCISE IN YOUR COMMUNICATION

  • Once you begin your call, say what is necessary, be polite and courteous, convey your respect for the organization and then stop. 

  • Do not make this conversation longer than necessary to avoid uncomfortable discussions.

If you have additional questions about declining a job offer, please call the Career Center at 979-845-5139 to schedule an appointment with your Career Advisor.