You might be wondering how to decline a job offer properly and professionally. First and foremost, you must inform the hiring manager or recruiter as soon as you decide. When it comes to keeping a positive relationship with them, dragging out the procedure or telling them of your decision at the last minute will not help you.
The second important thing to remember is always to be polite and thank the hiring manager for the opportunity, regardless of why you're declining it.
Make sure you're sure you don't want the job before submitting a decline of the offer letter. If there is a scenario in which you might take the job (for example, a wage raise or other adjustments in the benefits package), consider negotiating a counter offer first. There's a slim possibility you'll be given the position again after sending a refusal letter.
Related: Negotiating a Job Offer 
If you've carefully examined the offer and have decided not to accept it, sending a polite, thankful, and timely job rejection letter is a great way to keep your potential employer happy.
Protip: You never know when, if, or how your paths will cross again, so expressing gratitude and timeliness is always a nice show of professionalism.
Steps in declining a job offer
1. Avoid Procrastinating
It takes time to weigh your options and decide whether to accept or reject an offer. That's very understandable. However, you should inform the company as soon as you decide. Don't wait to write to the employer once you've decided to decline the offer. Notifying the company promptly will allow them to move forward with their procedure more rapidly. The longer you wait to deliver your response, the longer their hiring process will take. And we all know that time is money.
2. Keep things simple and straightforward
Begin by conveying your message directly and honestly. It's a rejection letter, after all, so don't go overboard with comments about the company or the people you've met. Avoid being overly emotional and say what needs to be conveyed as respectfully as possible.
3. Show gratitude
A "Thank you" is appropriate after declining a job offer.
Begin by expressing your gratitude for the offer and appreciation for the recruiting manager's time and thoughtfulness before breaking the news.
Thank the recruiting manager for their time and consideration. Above all, compose the letter in a grateful tone, expressing your gratitude for the recruiter's and hiring manager's time and work.
The right way to decline
4. Give an explanation, but don't go into detail
It's possible that you didn't accept the offer because the company didn't offer you the pay you wanted. Maybe you weren't sure whether you'd get along with the hiring manager, or you weren't enthusiastic about the company. While these are valid reasons to refuse a job offer, they should not be included in your refusal letter. Simply stating that you've accepted a job offer elsewhere or that this employment offer isn't a good fit is adequate. It's only fair to explain why you turned down the employment offer, but keep it succinct and to the point.
Pro-tip: If your reasons for declining are something you don't want your employer to know, you can say, "The position doesn't quite fit my professional aspirations."
The right way to decline
Please do not do this
5. Offer to keep in touch with them
If you don't accept a position, that doesn't mean you have to break all relations with the recruiter.
Who knows, maybe your paths may cross again somewhere else, or maybe you'll apply for another job with the same firm.
In any event, it's a good idea to close the conversation on a positive note and leave room for future communication.
Examples of job offer decline letters
1. Having accepted another offer
2. A job is not the right fit for you
The email or letter rejecting the employment offer should be brief and to the point. Don't say anything negative about the job or the company. You are not required to give a specific reason for declining the offer.
It is unnecessary to explain who made the offer and why you accepted it if you have accepted another job offer. Thank the employer for the job offer, thank them for their time and effort, and formally decline the position.
This article was written by Nicholas Mushayi a consultant at the Industrial Psychology Consultants. He can be contacted at firstname.lastname@example.org
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