As soon as you’ve accepted another position or have realized that the job will be impossible for you to take because of the compensation, responsibilities, commute, work environment, or whatever reason, place the call. [1] X Research source You should call the hiring officer or recruiter who made you the offer. If the are unavailable, avoid leaving your declination on their voicemail. Instead, leave a brief, upbeat message letting them know you are calling in regards to the job offer and asking them to return your call at their earliest convenience.
Thank not only the person you’re calling, but try to name a few people in the company who were also helpful to you. Use a few nice adjectives to describe the people or person who interviewed you. You can say the person was kind, thoughtful, welcoming, professional, or whatever works best for the situation. Don’t overdo it. You don’t have to spend an hour thanking the person over the phone—2 or 3 sentences will do. Cut to the chase. Maintain the right tone. Though you are complimenting the company, it should start to become obvious that you are not calling to deliver good news. Don’t sound so enthusiastic that the person will be genuinely shocked to hear you won’t be taking the offer.
Be diplomatic. You don’t have to be completely honest if you are feeling negative. Treat this person as a future potential employer, and state everything as politely as possible. Speak clearly and steadily. Though you may be rushing to get off the phone, you should sound clear and confident when you deliver the message. You don’t have to go into detail. For example, if you just got a bad vibe when you visited the office, or if you realized the position was completely beneath you, you can just say, “The job did not meet my career objectives. " You can also say that the job did not suit your needs. If you got another job offer, great. That will make the whole process a little easier. Just say that you found another position that better suits your needs, or which is more aligned with your career objectives. Stress that this was a tough decision to make, and that you really wish it could have worked. Don’t make it sound like you don’t care about the company at all. Maintain a sincere and even tone. Show the person that you really do regret the decision. [4] X Research source
Be polite and professional. Even if you feel like you’re getting grilled and are dying to get off the phone, answer the questions with the level of specificity you want to use. Give your full attention. Even if you’re feeling uncomfortable or calling during a busy time, listen to the person completely to show that you still care and that the company should think of you in the future. Be courteous. Maintain a positive and complimentary tone, no matter what you are saying. Be honest without divulging too much information. Don’t offend the company. If the benefits package was just not enough for you, for example, don’t say the company was “cheap. "
Again, thank the person for their time and effort. End with a small compliment. Remind the person that you were impressed with the company. Wish the person and the company luck in all of their future endeavors.
This will make you look even more responsible and professional.
Remember to write in a professional manner. Don’t be informal or overly chatty.
You don’t have to be as thorough in writing as you would over the phone. You can just state your reasons in a sentence. If you’re writing an email, you can be even more concise. Your letter should be no longer than 2 short paragraphs.
If your letter or email is filled with errors, you will look careless.
Don’t lie about why you are not taking the position. You can omit information, but don’t offer untruths. You should keep your credibility intact when you explain that you have decided not to take the position. If you’re pretty sure that you won’t take the position but not 100% sure, say that you will be in touch as soon as you make a decision. This is perfectly acceptable. If you know you won’t be able to take it but feel too much pressure on the spot, ask for more time and follow up over the phone or in writing.
Speak slowly and clearly so you don’t have to repeat yourself.
