Editor’s Note: This story originally appeared on Monster.
If you need to back out of an accepted job offer due to another opportunity, personal circumstances, or concerns about long-term fit, the key is to act quickly, communicate directly, and remain professional from start to finish.
In this guide, you’ll learn how to decline a job offer you already accepted, including whether to call or email, what to say, potential consequences to consider, and common mistakes to avoid.
Should You Call or Email When Declining a Job Offer You Accepted?
The most professional way to decline a job offer you accepted is usually a brief phone call followed by a confirmation email. Calling first is a best practice, especially after a lengthy hiring process.
Base your decision on your interactions with the organization and hiring manager thus far. If most communication has happened through email, including interview scheduling and offer discussions, declining through email may feel more natural and appropriate.
That said, for senior roles, smaller companies, or positions involving multiple interview rounds, a phone call is the recommended approach in most cases.
How to Decline an Accepted Job Offer: Templates and Examples
Use the templates and examples below to professionally decline a job offer you already accepted through email or phone.
Declining an Accepted Job Offer Through Email
A brief, professional email is the standard way to decline a job offer you already accepted. Express appreciation for the opportunity, but avoid overexplaining or providing unnecessary details.
Email template:
Subject: Withdrawal of Accepted Job Offer
Dear [Hiring Manager’s Name],
Thank you again for offering me the [job title] position at [Company Name]. I sincerely appreciate the time and effort you and the team invested throughout the hiring process.
After careful consideration, I’ve decided to withdraw my acceptance of the position due to [generalized, professional reason (optional)]. This was not an easy decision, and I apologize for any inconvenience this may cause.
I’m very grateful for the opportunity and appreciate your understanding. I wish you and the team continued success moving forward.
Sincerely,
[Your Name]
Email example:
Subject: Withdrawal of Accepted Job Offer
Dear Ms. Ramirez,
Thank you again for offering me the marketing coordinator position at Earth Care Media. I sincerely appreciate the time and effort you and the team invested throughout the hiring process.
After careful consideration, I’ve decided to withdraw my acceptance of the position due to a change in my long-term career plans. This was not an easy decision, and I apologize for any inconvenience this may cause.
I’m very grateful for the opportunity and appreciate your understanding. I wish you and the team continued success moving forward.
Sincerely,
Taylor Morgan
Declining an Accepted Job Offer Over the Phone
A phone call followed by email confirmation is the most professional way to decline a job offer you already accepted. Keep the conversation brief, respectful, and direct.
Script template:
Hi [Hiring Manager’s Name], I wanted to personally thank you again for the opportunity to join [Company Name]. After careful consideration, I’ve decided I need to withdraw my acceptance of the position due to [generalized, professional reason (optional)]. I sincerely appreciate the offer and apologize for any inconvenience this causes. Thank you again for your time and understanding.
Example:
Hi Sarah, I wanted to call and personally thank you for the opportunity to join your team at Arctic Financial. After a lot of consideration, I’ve decided to withdraw my acceptance of the role because I have accepted another opportunity that aligns more closely with my career goals.
This was a difficult decision, and I sincerely apologize for the inconvenience. I really appreciate all the time you and the team spent with me throughout the process.
Pro Tip: If you choose to decline the offer over the phone, always follow up in writing through email or, less commonly, a formal letter. This creates a clear written record of your decision and helps ensure there’s no confusion about your withdrawal from the role.
How to Politely Decline a Job Offer You Already Accepted in 5 Steps
To decline a job offer you already accepted, follow five simple steps: Decide quickly, communicate clearly, stay professional, express appreciation, and confirm in writing.
- Step 1: Make a final decision before reaching out. Before contacting the employer, confirm your decision so you don’t reverse it mid-process. Changing your mind multiple times can create confusion and may reflect poorly on your professionalism.
- Step 2: Notify the employer as soon as possible. Once you’ve made your decision, contact the employer quickly. Early communication gives the company more time to reopen the hiring process and adjust onboarding plans.
- Step 3: Be direct and professional. Clearly and politely state that you’re withdrawing your acceptance without overexplaining.
- Step 4: Express appreciation. Thank the hiring manager and team for the opportunity, their time, and the confidence they showed in offering you the role. Acknowledging their effort helps preserve the relationship.
- Step 5: Confirm everything in writing. Even if you decline the offer over the phone, follow up with a professional email confirming your decision. Written communication creates clarity and helps prevent misunderstandings.
Pro Tip: If your concerns involve salary, flexibility, or your start date, consider discussing those issues with the employer before withdrawing completely.
Good Reasons for Declining a Job Offer After Accepting
Sometimes, circumstances change after accepting a role, and backing out may be the best long-term decision for your career or personal situation. While employers may be disappointed, many hiring managers understand that major decisions and opportunities can shift quickly during a job search.
Common reasons for declining a job offer after accepting include:
- Accepting another opportunity: You received another offer with better pay, growth potential, flexibility, or long-term alignment.
- Personal or family circumstances: Health issues, caregiving responsibilities, or family changes may affect your availability or priorities.
- Compensation or benefits concerns: You realized the salary, benefits, commute, or overall compensation package won’t realistically meet your needs.
- Concerns about company culture or job expectations: New information during onboarding or conversations with employees may have raised concerns about fit.
- Relocation or scheduling issues: Moving, commuting, or scheduling requirements may no longer be practical.
Even though there are plenty of solid reasons to decline an offer and doing so is usually legal, it can still have professional consequences depending on the timing and situation.
Potential consequences include:
- Damaging your relationship with the employer: The company may feel frustrated after investing time and resources into hiring and onboarding, and you may not have another chance to work with the organization.
- Creating short-term reputation concerns: In smaller industries, recruiters or hiring managers may remember the situation, though this is unlikely.
- Financial or contractual obligations: You may need to repay signing bonuses, relocation assistance, or other incentives tied to employment agreements.
Mistakes to Avoid When Declining a Job Offer You’ve Already Accepted
How you communicate your decision to decline an offer you already accepted can affect how the situation is perceived. Even if the employer is disappointed, professionalism can preserve the relationship.
Avoid these common mistakes:
- Waiting too long to respond: Notify the employer as soon as your decision is final so they can continue the hiring process.
- Ghosting the employer: Ignoring calls or emails can damage your career reputation far more than respectfully declining the role.
- Overexplaining your decision: Keep your explanation brief and professional instead of sharing excessive personal details.
- Being dishonest: Avoid making excuses or providing misleading information that could create confusion later.
- Criticizing the company or role: Stay respectful and avoid negative comments, even if concerns about the employer or company influenced your decision.
Make the Best Choice for You
Declining a job offer you’ve already accepted can feel uncomfortable, but it happens. Career goals change, personal circumstances shift, and sometimes another opportunity is a better fit. The key is to act quickly, stay respectful, express appreciation, and confirm your decision in writing.
Before accepting future offers, take time to carefully evaluate compensation, responsibilities, company culture, scheduling, and long-term fit.
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