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Last Updated on July 16, 2020

How to Decline a Job Offer Gracefully (With Email Examples)

How to Decline a Job Offer Gracefully (With Email Examples)

Generally, if you’re in a position to decline a job offer, it’s a high-quality problem. Maybe you were offered a better position at a different company, or perhaps you were offered the same position at a different organization but for better pay (or perks). Or maybe, after sitting down and discussing the offer with your family, you decided that the travel requirements were too intense. Perhaps the company where you currently work agreed to match the new offer, and once you examined the pros and cons, you realized it made more sense to stay.

Whatever the reason[1], your charge now is knowing how to decline a job offer gracefully. As a courtesy to the company who extended you the job offer, you want to decline quickly, giving the hiring manager a chance to make the offer to the candidate who was the runner-up for the job. You also want to express your appreciation. And, given today’s rocky economy, it makes sense to politely decline the job offer in a way that will hopefully keep the door open for you should your circumstances change.

If you’re not sure how to decline a job offer, check out the following tips to get through it.

3 Ways to Decline a Job Offer Gracefully (With Examples)

1. Show Gratitude

The hiring manager likely spent several hours on your job application—between reading your cover letter, reviewing your resume, and interviewing you either in person or via a videoconferencing platform. Recruitment is a long and sometimes tedious process for any employer. There is always competition for every open job, and the hiring manager may have pushed your candidacy over others in the queue.

For these reasons, your note needs to express thoughtfulness and genuine appreciation. That said, it needn’t be lengthy.

The following example is concise and expresses gratitude in several ways, providing a good example for how you can decline a job offer gracefully:

Subject Line: Job Offer – [Your Name]

Dear Mr./Ms. ________[Hiring manager’s last name],

Thank you for offering me the position of _______ [job title] with _________ [company name]. I greatly appreciate the vote of confidence that comes with your offer. However, after carefully considering the opportunities for career advancement, I have decided to stay where I am.

I sincerely thank you for the time and consideration you devoted to my application, interview, and follow-up. I appreciate your graciousness and consummate professionalism throughout.

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I wish you success in all the company’s undertakings that you outlined. Thank you again for extending the opportunity to work with you.

Sincerely,

[Your name]

2. Give a Reason, but Don’t Elaborate

If you had several interviews at the company, then saying why you are turning down the offer shows respect and professional courtesy. It’s fine to say that you took a different job offer, decided to stay at your company, or even felt that the salary was not sufficient. The trick is to say it succinctly.

The following example does just that:

Subject Line: Job Offer – [Your Name]

Dear Mr./Ms. _______ [Hiring manager’s name],

I greatly appreciate your offer of the position of _______ [job title]. I was very impressed with you and the staff members who interviewed me, as well as the direction of the company. I regret, however, that I must decline your offer due to the salary offered.

I sincerely appreciate the opportunity to have met you and your team and to learn about your company. Again, I am grateful for the positive interviewing experience with your company and for the job offer.

I wish great success with your plans to move forward.

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Best regards,

[Your name]

3. Offer to Stay in Touch

This technique isn’t for everyone, but if you felt a strong connection with the person who interviewed you, or if you could see yourself working at the company in a few years, it might make sense to offer to keep in touch.

Remember that hiring managers switch companies, too, and it’s always a good idea to have a hiring manager think well of you!

The following example includes an offer to stay in touch in a gentle way:

Subject Line: Job Offer – [Your Name]

Dear Mr./Ms. ________[Hiring manager’s name],

I am writing to personally thank you for offering me the position of ________ [job title] at _______[company name]. I enjoyed meeting you and having a chance to meet the other members of the team. It was an extremely difficult decision for me, but I have accepted a position at another company.

I genuinely appreciate the time you devoted to interviewing me and to sharing your insights on the direction of the company. I hope we might stay in touch as I value your visionary ideas about our industry’s future.

Again, thank you for your time and consideration, and I wish you all the best for your continued success.

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Respectfully,

[Your name]

Should You Hold out for Your Dream Job?

If you interviewed with two companies, and your dream company is dragging out its decision while your second choice company has made you an offer, what’s the best direction to take? As long as the job offer from your second choice company is in keeping with your goals for upward mobility, added responsibility, and increased salary, you are better off accepting the extended offer for two reasons.

First, the reason the dream company is prolonging the process may be because it has made an offer to another and is negotiating with another candidate. Second, if you accept another offer and withdraw your candidacy from the dream company, the hiring manager will note your desirability to another (possibly competing) employer and may try to recruit you in the future.

It is the epitome of poor form to decline a job after accepting it, even if your dream company finally comes through with an offer. This puts the company that made the original offer in a huge bind, particularly if it has already sent rejections to its other candidates and is taking steps for on-boarding you. This could make you a pariah at the company, and in any industry, news travels fast and far.

The Best Medium for Declining a Job Offer

Should you send your response via email? Or pick up the telephone and call the hiring manager? The most professional response is to use the same method they used to extend you the offer. If they offered you the job via email, then feel free to email your reply. If they called you or left a voicemail message, then picking up the telephone is the preferred method. Do your best to call during business hours.

To be as poised as possible, you may want to write out your rejection and practice saying it a few times. Time it to make sure it does not exceed 30 seconds. (Even if you leave a voicemail, you may need to also write them an email for their records.)

If the hiring manager wants to chat further, don’t give the impression that you want to quickly end the call. Give the conversation your full attention to let the employer know that you value the relationship that you have built. It’s important not to burn bridges if you should decide to apply at the company again in the future—or at another company where the manager happens to transfer to. Remain discreet, but converse with decorum if the other party wants to prolong the conversation.

Dotting I’s and Crossing T’s

Always include your contact information, including your phone number, although the company already has it. Double check your communication for typos. If you know a candidate that you believe would be a perfect fit for the job, you may want to mention it. (First make sure he or she really wants the job, though. Reach out to them before suggesting their name.)

Be sure to send your email within normal business hours. Remember that you are not trying to avoid the hiring manager—you’re opening up a line of communication with her or him that you may well use again down the road.

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When They Go Low, You Go High

Granted, not every potential employer has a winning personality. You may have decided well before the offer was extended that this was not a person with whom you wished to work. Or, the company culture[2] may have felt like it would not be a good fit, and you’ve since corroborated the incompatible impression with people in your network.

Whatever gut feelings signaled to you that you needed to turn down an offer, don’t include or even allude to them in your rejection letter[3]. Stating that the position is not the right fit for you and your career is all that you need to disclose.

This final example is for when you prefer not to disclose the reason for your rejection, and you’re looking for a kind, concise way of turning down the job:

Subject Line: Job Offer – [Your Name]

Dear Mr./Ms. ________[Hiring manager’s name],

I genuinely appreciate your taking the time to interview me and the consideration you gave me as a job candidate. I have, however, decided to decline your offer of the ______ [job title], as I have come to realize that the position is not the right fit for me at this time.

I wish you well in your search for the best-suited candidate.

Cordially,

[Your name]

Final Thoughts

Learning how to decline a job offer politely and professionally will keep you in good graces with the prospective employer and help the person better accept your rejection. Let the person know that your change of heart in pursuing a new job isn’t personal, and that you found the experience rewarding.

When you show gratitude and let the hiring manager know that the time and effort invested in you is appreciated, you continue to strengthen your professional standing.

More on How to Decline a Job Offer

Featured photo credit: Christina @ wocintechchat.com via unsplash.com

Reference

More by this author

Vicky Oliver

Author of 6 best-selling books on job-hunting and job interview questions, business etiquette, frugalista style, advertising, and office politics.

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Published on January 7, 2021

How To Train Yourself When You Lack Attention To Details

How To Train Yourself When You Lack Attention To Details

Some people see the trees for the forest, and some see only the forest, meaning they lack strong attention to detail. But even if you’re one of the people who take a macro rather than a micro view, true professionalism requires balancing both.

If focusing on the fine points is not your forte, you will benefit from training yourself to pay attention to details. You will profit by saving yourself time, effort, money, and credibility.

Why Training Yourself in Attention to Details Pays Off

You add value to your organization when you make the effort to ensure that you performed your work thoroughly and effectively. This is why job postings often list “attention to details” among the required skills.

When you present your supervisor or client with well-completed, high-quality work the first time, it maximizes your value and minimizes wasted time. Detail-oriented people are also more adept at catching mistakes that could lead to costly blunders.

Moreover, attention to detail is an indicator of possessing other in-demand employee qualities, such as organization, thoroughness, and focus. In some professions, such as accounting, engineering, medical research, and more, you can only excel if you have trained yourself to pay attention to details.

In other professions, possessing strong attention to detail is the very quality that will get you promoted to a position where you will be asked to consider the big picture.

Finally, if you are the “go-to” details person, everyone else on the team can relax a bit. They know the project is in good hands and will likely throw you more projects as a reward. This will ultimately lead to your advancement.

3 Important Aspects of Becoming More Detail-Oriented

Here are the 3 important things you need to learn if you want to remedy your lack of attention to detail:

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  1. Respect deadlines
  2. Understand the work-flow plan
  3. Build in time to mess up

1. Respect Deadlines

Deadlines lend all projects a finish line. One smart idea is to take the given deadline and work backward from it, calculating when your piece of the project is due. Then, if you stick to the proscribed schedule for completing the mini-projects that you have, you will never miss a deadline.

One important note on this: It is smarter to stick to the deadline and turn in work that merits a “B+” than to blow the deadline with “A” work. Chances are, through revision and suggested changes from others on the team, you can bring up your B+ work to an A later. But if you disregard deadlines, you will lose the respect of your boss and fellow teammates.

2. Understand the Work-Flow Plan

Your team is developing work in conjunction with other teams who have projects and deadlines of their own. When you grasp the whole work-flow plan, you may be able to either add insight to the greater project or to your own smaller piece of it that others at the firm will consider valuable.

3. Build in Time to Mess Up

You can expect that “what can go wrong will go wrong.” Don’t overpromise on deadlines. Something likely will mess up, but when it does if you built in the time to fix it, those around you won’t freak out.

Chances are, you already give your attention to several details. Take heart. You can do this! You can overcome your lack of attention to detail and become more detail-oriented.

For starters, consider this: Most people take the time and put in extra effort into the activities or undertakings that matter to them most. Training yourself to become more detail-oriented can mean adopting a similar pattern of behavior.

Apply the same attention you give to your appearance. Are you a meticulous dresser? Do you pay attention to how you pair patterns and colors, and how you accessorize a particular outfit?

This is the same system to use when you lack attention to detail with your work. Give every item careful consideration so that each one contributes to the perfectly pieced-together whole.

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Assemble the ingredients the way you do when you cook. Cooking and baking from scratch require close attention to details as you measure and add each ingredient in sequence, and you time everything so that the meal comes together at the same time.

Similarly, your work product requires you to gauge whether all the ingredients have been added and that your final product is delivered on time.

Organize your business network like you do your social contacts. If you follow a broad base of friends and acquaintances on social media, you can apply similar skills to stay up-to-date on details associated with business acquaintances.

When you meet somebody who could be influential to your career or a resource for improving your skills, follow that person on social media. Respond to their posts to keep the lines of communication flowing.

12 Tips to Help You if You Lack Attention to Detail

Teaching yourself to take note of important details involves sharpening your perceptions and thinking ahead. The following tips will help you adopt these practices. Master these habits when training yourself to become detail-oriented.

1. Learn to Listen Well

You will pick up relevant information and needed nuance when you apply the skills of active listening. In conversations, train yourself to make eye contact, give your undivided attention to the speaker, and ask pertinent follow-up questions.

Training yourself to pay better attention to details in conversations includes learning to fully concentrate on what others have to say. If you find it hard, there’s no harm in taking notes on what they say.

2. Pay Attention to Social Cues

Make a point of noticing body language and facial expressions that provide insights into how others perceive a situation. Social cues offer details that give you an understanding of how words and actions impact others. The infamous character Michael Scott of the television show “The Office” epitomizes the consequences of not paying attention to others’ body language.[1]

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3. Follow Rules

Rules and protocols usually come about from lessons learned and are put in place to avoid further mishaps—whether from a safety or efficiency standpoint. If you’re given step-by-step procedures to follow, check them off as you go. Also, return to the rules at the project’s end just to make sure you adhered to them all.

4. Take Notes

Note-taking is a way to boost your retention and gives you something to refer back to when you need to keep track of pertinent details. You will also heighten your focus as you listen for relevant information. Review your notes shortly after the meeting or conversation and highlight the content that you intend to apply.

5. Prioritize What Needs Your Attention Now

When you have a full slate of work that demands your attention, take a few moments to sort assignments from most to least urgent. Keep a calendar, spreadsheet, or project planning software up-to-date with schedules and deadlines to help you stay organized.

As you tackle each urgent assignment, give it your full attention so no details are missed. Give yourself ample time—especially if you tend to be someone who waits until the last minute—as rushing can make you overlook important details.

6. Have a Detail-Oriented Assistant Check Your Work

If you lack attention to detail, then it makes sense to seek help from someone detail-oriented. If you have this option, take advantage of it. Two sets of eyes are better than one. Just be sure to credit your assistant for their help once the project is completed.

7. Learn the Rules of Writing Well

English is a difficult language, and grammar, punctuation, and spelling can all sabotage you unless you pay attention to detail. When in doubt, look it up. Free to use website services such as Grammarly can help.

8. Proofread Before You Hit Send

Nothing is perfect in its first draft. If you lack attention to detail, then put in the extra effort before submitting things. Before you send off any written work, check carefully not only for misspellings and incomplete sentences but also for improper tone, inappropriate colloquialisms, and inconsistent formatting. When your written communications are error-free, they will have their intended impact.

9. Minimize Distractions

It is impossible to stay focused when colleagues carry on conversations nearby or your mobile notifications ding you throughout the day. Do your best to limit distractions.

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If you are working where there is a lot of noise or side activity, try wearing noise-canceling headphones or seeking out a quiet corner. Disable your notifications when you need to focus, and resolve to only check them after you have completed your assignment.

10. Take Breaks

It may sound counter-intuitive to stop and take a walk, but it’s necessary. Walk away from the screen. Moving from one task to the next across the span of your workday is a recipe for brain fatigue. Give your brain a recess time when you come to a natural stopping place or after you complete one project and before you start the next. These short pauses are necessary for sorting through all the details needed for coming up with successful solutions.

11. Make Time for Reflection

At the end of a workday, take a few minutes to go over the day’s events in your mind. What was said or relayed in conversations? What is the status of the projects you worked on? What else occurred that you should pay attention to? Could there have been any details you might have missed that you should address tomorrow?

12. Keep a Detailed To-Do List

This simple organizational tool is your best ally for getting your work done on time and for paying attention to the details. If you are pressed for time (and who isn’t?), write your list to coordinate with dayparts.

Allot a certain number of hours to complete each task, do it, and then check it off. Nothing feels more rewarding than completing all the tasks on your list. But if you can’t finish them, then carry them over to the following day.

Final Thoughts

Details may seem small, but they can become a lot larger when they are overlooked. If you know you lack attention to detail, commit to training yourself to embrace the many facets that can help you consistently excel in the tasks you set out to accomplish.

When you begin to catch your mistakes in advance or apply the tidbits of information you gathered from paying close attention, you will know that you have trained yourself in the fundamentals of becoming detail-oriented. After that, you should start hearing the phrase “Great job!” more often.

More Tips on Boosting Your Attention to Detail

Featured photo credit: Cristina Gottardi via unsplash.com

Reference

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