Chances are good that at some point, a potential employer will offer you a job over the phone. Although the phone is an efficient way to communicate, it puts you on the spot. You can ask for time to think about the offer, you can counter the offer, accept the offer as-is, or reject the offer. In all instances, keep the exchange professional, so that you maintain a gracious and professional .
Getting a job offer can be exciting and flattering. But what if after careful consideration, you realize the role is not the right fit? Now you’re faced with the difficult task of politely declining the offer. When done correctly, turning down a job offer doesn’t have to damage your relationship with the employer. Here are tips for gracefully rejecting a job proposal over the phone.
Why Decline Over the Phone?
Declining a job offer over the phone has some advantages compared to email
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It allows for a more personal connection. You get to have a real conversation.
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It shows extra care and consideration for their time.
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It gives you the chance to explain your reasoning and allow them to respond
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It keeps the bridge intact if you wish to apply in the future.
While an email decline can work, phone calls tend to leave the employer with a better impression of you and your character. However, there are also a few drawbacks to watch out for when rejecting an offer via phone:
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It may catch the employer off guard if they were not expecting a call.
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They may pressure you to accept on the spot.
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It may be emotionally difficult for you.
Overall, if you have established rapport with the employer, a phone call is usually the most professional option. Make sure you plan what to say in advance.
How to Turn Down a Job Offer Over the Phone
When calling to decline employment, keep these tips in mind:
1. Schedule the Call in Advance
Don’t call out of the blue. Instead, email or call the hiring manager to schedule a time to connect. This gives them a chance to prepare mentally.
You can say something like:
2. Thank the Employer and Express Positivity
When you get the hiring manager on the phone, start by thanking them for the offer and for their time throughout the interview process. Mention positive aspects of the role or company that appealed to you. This maintains goodwill.
For example:
“Hi [name], thank you so much for the [job title] offer and this opportunity to discuss it. I’m so appreciative that you invested your time in interviewing me. [Company] seems like an amazing place to work.”
3. Decline the Offer Directly but Tactfully
Don’t beat around the bush. Directly state that you are unable to accept their offer. But use tactful phrasing like:
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“After careful consideration, I don’t think this opportunity is the right fit for me at this time.”
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“I appreciate your offer, but I’ve decided not to move forward.”
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“While this role sounds great, I don’t think I’d excel in it long-term.”
Move straight to the refusal, without excessive filler talk. Draw out the process further only if you plan to counteroffer later in the call.
4. Provide a Brief Reason
Give a short explanation for why you are turning down the job. This shows the employer your decision is well-thought-out.
Reasons might include:
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Accepted a different position
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Concerns about relocation
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Salary/benefits didn’t meet needs
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Looking for remote work opportunities
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Pursuing a career change
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Starting own business
Keep it concise. You do not need to provide overly personal details.
5. Express Appreciation Again
Reiterate that you appreciate the offer and the employer’s consideration. This helps smooth over any hard feelings.
For example:
“I’m truly grateful that you saw me as a potential asset to [company]. Even though this wasn’t the right fit, I sincerely appreciate you extending the opportunity.”
6. Leave the Door Open
If you desire, state that you hope to remain in touch and cross paths again in the future. Or ask if you could connect them with someone who may be a better match for the role.
This keeps the relationship positive. For instance:
“I’d love to stay connected via LinkedIn. And please keep me in mind if there are other suitable openings down the road.”
7. Make it a Two-Way Conversation
After delivering your refusal, pause to allow for the employer’s response. They may have additional questions or attempt to persuade you to change your mind.
Listen respectfully and be prepared to reiterate or expand on your reasoning. But avoid getting pressured into accepting an unsuitable position.
8. Watch Your Tone
Speak slowly, calmly and clearly. Avoid an overly apologetic or enthusiastic tone. Match the hiring manager’s professionalism.
Now let’s look at some sample decline call scripts.
Phone Call Script Examples
Here are examples of how to decline a job offer politely over the phone:
Already Accepted Another Offer
You: “Hello [name]. I appreciate you taking the time to talk. Thank you again for the [job title] offer at [company]. It seems like an amazing opportunity. However, after careful consideration, I realized I must decline. I actually just accepted another position that I believe is the best next career move for me. I sincerely appreciate your consideration though.”
Employer: “I understand and wish you the best of luck. Feel free to reach back out if that falls through or you’re looking again in the future.”
You: “Thank you, I appreciate that. I will keep you posted on my career journey. Thanks again for the generous offer and please keep me in mind down the road.”
Concerns About Relocation
You: “Hi [name], thank you for taking my call. I wanted to discuss the [job title] offer you extended. I’m incredibly grateful that you saw me as a good fit for [company]. However, after further deliberation, I don’t think I can relocate to [city] at this point in time like we discussed. My family obligations prevent me from making such a big move currently. I sincerely appreciate you considering me, though.”
Employer: “I’m sorry to hear that. Please don’t hesitate to apply again if your situation changes. I think you’d do great work here.”
You: “Thank you, I appreciate you understanding. I’ll be sure to keep you posted if anything changes on my end.”
Pursuing Other Opportunities
You: “Hi [name], I wanted to follow up on the offer for [job title]. First off, thank you again for extending it. I’m grateful you saw potential in me as a candidate. However, after some reflection, I realized this position doesn’t fully align with my long-term career goals. I think it’s best if I decline and continue pursuing other opportunities more in line with my aspirations. But I sincerely appreciate you considering me.”
Employer: “I’m sorry to hear it wasn’t a match. Best of luck with your job search and career.”
You: “Thank you, I appreciate it!”
The key is to be direct yet gracious. Maintain a positive, professional tone. With the right approach, you can turn down an offer without burning bridges.
Additional Tips for Declining a Job Offer by Phone
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Practice your script aloud so you sound natural during the call.
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Have notes handy to keep your thoughts organized.
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Pick a quiet location with good cell reception.
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Set a time limit for the call so you don’t get trapped.
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Send a follow-up email recapping the discussion.
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Add the hiring manager to your network on LinkedIn.
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Avoid scheduling the call on a Monday or Friday if possible. Mid-week tends to work best.
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Call from your cell phone so you can move locations if needed.
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Resist pressure to accept on the spot. Request time to re-evaluate if needed.
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Be ready to make a counteroffer if relevant. Have salary data and numbers ready.
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Ask questions if anything is unclear about why the offer isn’t suitable for you.
Making a Counteroffer Over the Phone
What if you like the job, but want to request a higher salary or other improved terms? Making a counteroffer may enable you to negotiate a better deal.
First, reiterate your interest in the role and company. Then transition into the counteroffer. For example:
“This seems like an amazing opportunity that really excites me. However, based on my experience and qualifications, I was hoping for compensation in the range of $[XXX,XXX]. Would there be any flexibility in the salary you offered of $[X,XXX]?”
Be prepared to justify your request with market research and facts. Highlight why you deserve more
Buy Yourself Some Time
One way to ensure a measured, thoughtful response to a telephone job offer is to ask for a bit of time so that you can mull over the offer. Employers understand that this is a customary practice, and are unlikely to balk. Express your appreciation and make your ask.
I appreciate your call and your offer. Could I have a few days to think it over and then get back to you?
Even if youre planning to decline the offer, step back from the moment and compose a thoughtful response.
How to Respectfully Decline One Job Offer For Another | Sample Email and Phone Script!
How do you decline a job offer over the phone?
Receive ten more with a killer resume. Here are 5 steps to help you decline a job offer over the phone. Call in the afternoon. Everyone’s calmer after a meal. Start the conversation by asking if it’s the right time to call. In case the person is not available, try calling later.
Should you decline a job offer?
Before deciding to decline a job offer, make sure you are thoroughly thinking through this decision. Typically, this decision is easier if you have multiple job offers from which you can choose. If you need more time to think through your decision, consider reaching out to the hiring manager.
How do I turn down a job offer?
Here are two email examples for turning down a job offer concisely and respectfully: Subject line: Job offer – [Your name] Dear Mr./Ms. [insert last name of hiring manager], Thank you very much for offering me the role of [insert name of position] with [insert company name].
Should you decline a job via email or a phone call?
So once you’ve made up your mind, let the employer know. 3. It’s okay to decline the job in an email, but a phone call is better. People turn down jobs via email all the time, so if you want to go that route, the world won’t implode.
