How to Decline a Job Offer After You Already Accepted

It’s OK to decline a job offer you’ve already accepted. Life happens. Maybe another offer comes along that promises more pay, or maybe your circumstances have changed.

This is a common situation, says Michael Steinitz, a senior executive director at Robert Half, a human resources consulting firm.

When somebody declines a job offer they’ve already accepted, “they're doing something in their own best interest, which is completely acceptable and makes sense,” Steinitz says, adding that it’s fine to be “selfish” in the job world. (He also points out that, on the other side, employers sometimes rescind job offers.)

But he recognizes that this is a tough spot for both parties to find themselves in.

Below, you’ll find guidelines to help this less-than-ideal situation go as smooth as possible for all involved. You’ll also see email templates that you can send to the employer whose offer you need to decline because your personal circumstances changed or you received a more competitive offer.

Get in touch ASAP

Reaching out to the company sooner rather than later gives your would-be employer as much time as possible to figure out a replacement. It’ll also help you look punctual and respectful of their time.

» MORE: How to ask for time to consider a job offer

If you’re turning down the job because you accepted a job offer elsewhere, the Houston Chronicle recommends waiting until you've formally signed any new hire paperwork — in other words, wait until it’s officially official — before declining the original offer.

And if you signed any contracts or paperwork with the employer you’re dumping, contact the company ASAP. Declining the job offer after you’ve signed a contract could technically be a breach of that contract, and the company could be within its legal rights to sue for damages, according to BrioHR, a human resources software company.

But, the BrioHR website says, that’s unlikely to happen, as the company would have to prove that your declining of the job caused damages. (If the company does indicate that it may pursue legal action, contact an employment lawyer.)

» MORE: How to withdraw from the job interview process

Another possibility: The employer may require you to work for a certain amount of time before you’re allowed to resign, according to ZipRecruiter, an online job marketplace.

But, the website says, most companies would prefer to simply let you out of the contract rather than waste time training and onboarding an employee who’s already effectively resigned. So give the company as much notice as possible to make that decision.

» MORE: How to write a two weeks’ notice

Be upfront, honest and specific

There’s a reason you’re declining the job offer you’ve already accepted. If you’re taking another job with a better salary, benefits, work-life balance or even a better commute, clearly communicate that reason to your would-be employer. Doing so will help them understand your decision. It could also prompt them to reexamine their salary structure, benefits and other offerings to new employees.

“The more communicative you are, the better,” Steinitz says.

Despite what you may believe, declining a job offer you’ve already accepted doesn’t necessarily kill your chances of ever working with that employer. But mishandling the situation could close the door on future opportunities.

So be sure to express your gratitude and appreciation for the offer. Declining it gracefully will go a long way in maintaining a solid relationship with the company.

Thank everyone involved in getting you the job offer — not just the hiring manager, but also the HR employees, any internal recruiters and anybody who interviewed you.

“Put your best foot forward, knowing your reputation goes a long way,” Steinitz says.

Remember: Keep things short, sweet and to the point. Declining a job offer you’ve already accepted is bound to be a little awkward. If you’re honest and polite, you’ll set yourself up for as smooth an interaction as possible.

Don’t reach out over email first

On that note, Steinitz says breaking the news over email, instead of a phone or video call, can be “a little bit of a cop-out to avoid confrontation.”

While your interviewer may see no issue with you reaching out over email, it may be in your best interest to first try to communicate over a call. Then you can follow-up on that conversation by sending an email. That way you have a written record of what was communicated.

» How do you compare? Average salaries in the U.S.

Email templates for declining a job offer you already accepted

Keep things short, sweet and to the point. Declining a job offer you’ve already accepted is bound to be a little awkward. If you’re honest and polite, you’ll set yourself up for as smooth an interaction as possible.

Template A: Your circumstances changed

Here’s a template you can use for declining a job offer you already accepted due to a change in your personal circumstances.

[Name of person you’re emailing],

Thank you for the offer of the [job title] position at [company name]. It is extremely flattering, and I appreciate the time you spent considering me for the role.

Unfortunately, I have to rescind my acceptance of the job offer. I did not arrive at this decision lightly, and am disappointed that I won’t be able to join [company name]. [1-2 sentences explaining the personal situation keeping you from accepting the job]

Thank you, again, for the time and consideration. I wish you and everybody at [company name] all the best.

Sincerely,

[your name]

Template B: You took a different job

If you accepted a better job offer and therefore need to decline the original offer, you can tailor this template to your needs. Here’s an example for that scenario.

[Name of person you’re emailing],

Thank you for the offer of the [job title] position at [company name]. It is extremely flattering, and I appreciate the time you spent considering me for the role.

Unfortunately, I have to rescind my acceptance of the job offer. In the interest of transparency, I received and accepted a competing offer from [company name]. I did not arrive at this decision lightly, and am sharing this information with you in the hopes that it’s helpful in your future hiring efforts.

I appreciate the time and consideration invested in me. I wish you and everybody at [company name] all the best.

Sincerely,