LumaResume

How to Decline Offers Professionally

Maintain relationships and keep doors open while gracefully declining opportunities.
Follow-Up & Negotiations

LumaResume Team

Dec 11, 2024

5 min

Declining Offers Professionally: Keeping Doors Open for the Future

You've accepted another offer. Now you need to decline the others.

How you decline matters. A lot.

Here's the truth: Your reputation follows you. Industries are smaller than you think. The recruiter you ghost today might work at your dream company tomorrow. The hiring manager you brush off might become a potential partner, investor, or colleague.

Why declining well matters:

  • You might want to work there later: Roles change, your needs change
  • People move around: Today's recruiter is tomorrow's hiring manager elsewhere
  • They might refer you: A gracious decline can lead to future referrals
  • Reputation matters: Professionalism builds your personal brand

How NOT to decline:

  • ❌ Ghosting (ignoring emails, not responding)
  • ❌ Lying ("I'm not looking anymore" when you accepted elsewhere)
  • ❌ Burning bridges ("Your offer was terrible")
  • ❌ Stringing them along (saying "maybe" when you know it's a no)

How to decline well:

  • ✅ Promptly (as soon as you've decided)
  • ✅ Graciously (thank them for their time)
  • ✅ Briefly (no need for a long explanation)
  • ✅ Honestly (but tactfully)

This guide shows you how to decline offers professionally, maintain relationships, and keep doors open.

When to Decline

Decline Immediately When:

  • You've accepted another offer
  • You're certain it's not the right fit
  • You're no longer interested in changing jobs
  • The offer is significantly below your requirements and non-negotiable

Don't Wait:

Why it's disrespectful: They have backup candidates who are waiting Timeline: Decline within 24-48 hours of your decision

💡 Pro Tip: The sooner you decline, the better. Companies appreciate decisiveness.

How to Decline Different Scenarios

Scenario 1: You Accepted Another Offer

Email Template:

Subject: [Your Name] – [Position] Decision

Hi [Recruiter/Hiring Manager Name],

Thank you so much for the offer to join [Company] as [Position]. I really appreciated the time you and the team took to speak with me about the opportunity.

After careful consideration, I've decided to accept another position that aligns more closely with my career goals at this time.

I was genuinely impressed by [specific thing—team, mission, culture, project] and hope our paths cross again in the future.

Thank you again for your time and consideration.

Best regards, [Your Name]

Why this works:

  • Prompt and clear
  • Gracious (thanks them)
  • Honest (accepted another offer)
  • Specific (mentions what you liked)
  • Leaves door open ("hope our paths cross")

Scenario 2: Compensation Doesn't Meet Your Needs

Email Template:

Subject: [Your Name] – [Position] Decision

Hi [Name],

Thank you for the offer to join [Company]. I appreciate the time invested in our conversations.

After reviewing the compensation package, I've decided it doesn't align with my current requirements. I explored whether there was flexibility, and I understand the constraints.

I was very impressed by [specific aspect] and would welcome the opportunity to reconnect if circumstances change in the future.

Thanks again, and I wish you all the best in finding the right candidate.

Best regards, [Your Name]

Why this works:

  • Honest about reason (compensation)
  • Acknowledges they tried ("I understand the constraints")
  • Professional, no blame
  • Open to future discussions

Scenario 3: Role/Company Isn't the Right Fit

Email Template:

Subject: [Your Name] – [Position] Decision

Hi [Name],

Thank you for the offer to join [Company] as [Position]. I've given it a lot of thought, and after careful consideration, I've decided this isn't the right fit for me at this stage in my career.

I genuinely enjoyed learning about [specific project/team/mission] and meeting the team. I hope we can stay in touch as my career evolves.

Thank you again for the opportunity.

Best regards, [Your Name]

Why this works:

  • Respectful and brief
  • Vague enough ("not the right fit") to avoid burning bridges
  • Appreciative of their time
  • Keeps relationship warm

Scenario 4: You're Staying at Your Current Job

Email Template:

Subject: [Your Name] – [Position] Decision

Hi [Name],

Thank you so much for the offer to join [Company]. After much reflection, I've decided to stay in my current role.

I was genuinely excited about [specific aspect] and really enjoyed our conversations. I'd love to stay connected and explore opportunities in the future.

Thanks again for your time and understanding.

Best regards, [Your Name]

Why this works:

  • Clear decision (staying put)
  • Appreciative and warm
  • Expresses genuine interest for future

What to Say (and NOT Say)

✅ DO Say:

  • "Thank you for the opportunity."
  • "I've decided to pursue another offer."
  • "The compensation doesn't align with my needs."
  • "This isn't the right fit for me at this time."
  • "I hope we can stay in touch."

❌ DON'T Say:

  • "Your offer was insulting." (Rude)
  • "I got a way better offer." (Unnecessary comparison)
  • "Your company culture seemed toxic." (Burning bridges)
  • "I'm going to your competitor." (Awkward, potentially competitive)
  • "I lied during interviews." (Don't admit this!)

Phone vs. Email

When to Decline by Email:

  • Most situations: Email is professional and appropriate
  • You've only interacted via email: Mirror their communication style
  • You want a written record: Good for clarity

When to Decline by Phone:

  • You built a strong relationship: Hiring manager invested significant time
  • Small company/startup: More personal touch appreciated
  • They specifically asked: "Let me know either way—feel free to call"

Phone Script:

"Hi [Name], thanks for taking my call. I wanted to let you know I've decided to decline the offer. I really appreciated the time you and the team invested. [Briefly explain reason]. I hope we can stay in touch, and I wish you the best in finding the right candidate."

Follow up with email: Confirming the conversation in writing

Handling Counteroffers & Pushback

If They Ask "Why?"

Keep it brief and positive:

"I've decided to pursue an opportunity that's a closer fit for my career goals right now."

Don't:

  • Trash-talk them or the other company
  • Get into a detailed comparison
  • Apologize excessively

If They Make a Counteroffer

If you're truly done:

"I appreciate the flexibility, but I've made my decision. Thank you for understanding."

If you're open to reconsidering:

"I appreciate you revisiting the offer. Let me think about it and get back to you by [date]."

If they match your other offer: Decide based on fit, not just money. Don't play companies against each other endlessly.

Staying in Touch After Declining

Send a LinkedIn Connection Request

Message to include:

"Hi [Name], even though the timing didn't work out this time, I really enjoyed our conversations. I'd love to stay connected!"

Most people accept: It shows professionalism and keeps the door open

Follow Up in 6-12 Months

If you were genuinely interested but circumstances didn't align:

"Hi [Name], I hope you're doing well! I wanted to check in and see how [project/team/company] is going. I'm still very interested in [Company] and would love to reconnect if there are future opportunities."

Common Mistakes to Avoid

❌ Mistake #1: Ghosting

Why it fails: Unprofessional, burns bridges permanently.

Do this instead: Send a brief, polite decline email.

❌ Mistake #2: Over-Explaining

Why it fails: Unnecessary details can sound defensive or create awkwardness.

Bad: "I declined because your tech stack is outdated, the office is far, and the salary was $20K below market."

Good: "After careful consideration, I've decided to pursue another opportunity."

❌ Mistake #3: Declining Too Late

Why it fails: Disrespectful of their time; they have other candidates waiting.

Do this instead: Decline within 24-48 hours of your decision.

❌ Mistake #4: Being Dishonest

Why it fails: Industries are small; lies catch up with you.

Bad: "I'm not looking anymore" (when you accepted a competitor's offer)

Good: "I've decided to pursue another opportunity."

❌ Mistake #5: Burning Bridges

Why it fails: Today's hiring manager is tomorrow's potential boss/partner/investor.

Do this instead: Decline graciously, even if you had a bad experience.

Key Takeaways

  1. Decline promptly: Within 24-48 hours of your decision
  2. Be gracious: Thank them for their time and consideration
  3. Be brief: No need for long explanations
  4. Be honest (but tactful): "Not the right fit" is better than detailed criticism
  5. Keep doors open: "Hope our paths cross again"
  6. Email is fine: Unless you built a strong relationship (then call + email)
  7. Stay connected: Send LinkedIn request, follow up in 6-12 months if genuinely interested

Next Steps

  1. Draft your decline email using templates above
  2. Send within 24-48 hours of decision
  3. Send LinkedIn connection request a few days later
  4. Keep relationship warm: Engage with their content, reach out periodically
  5. Read our guide on Handling Multiple Offers for timeline management

Remember: How you decline is as important as how you interview. Professionalism, gratitude, and respect go a long way. The recruiter you decline today might be the one who refers you to your dream job next year. Industries are smaller than you think—treat every interaction as if you'll see that person again. Because you probably will.