Accepting a job offer would signal the end of your employment search and the start of a new chapter in your career. But life is unpredictable and things could turn around. Perhaps a better possibility presents itself, or personal circumstances force you to rethink your choice.

Withdrawing your acceptance of a job offer should never be done lightly, as it could impact your professional reputation. However, there are certain situations where it may be justified. Here are some instances:

• A better opportunity aligns with your goals: Give your initial choice some further thought if another offer arises that better fits your financial situation, career goals, or personal situation.
• Significant personal circumstances: Plans may have to be changed for family crises, relocation, or health problems. Companies know, too, that circumstances in life can turn things around quickly.
• Misalignment in job expectations: If the position does not meet your skills or expectations during the notice period, it is advisable to part ways before even starting.
• Ethical or cultural reasons: If you discover something about corporate culture, ethics, or policies that conflicts with your principles, you should reconsider it.

So, how do you decline the offer?

1. Act quickly

When you are certain about your new decision, inform the company immediately. Delaying the discussion could cause more trouble for the business and might sour your image.

2. Communicate directly

Usually, the best way to break the news is through a phone call. The next best method is a formal email or letter. Direct conversation shows your professionalism and respect.

3. Express gratitude

Thank the company for the opportunity, their time, and their faith in presenting you with the job. Honour the work they did during the hiring process.

4. Be honest but tactful

Describe your reasons briefly without delving into pointless detail. While openness is valued, steer clear of making remarks about the business or position.

5. Offer support

If possible, recommend another applicant, or volunteer to assist throughout the notice period to soften the change.

Templates for withdrawal

The following templates provide a professional and courteous way to convey your decision while minimising misunderstandings, ensuring your withdrawal is handled with grace:

Template 1: General

Subject: Withdrawal of Job Offer Acceptance

Dear [hiring manager’s name],

I hope this message finds you well. I am writing to let you know of the difficult decision I’ve had to make about the [position title] post at [company name], which I had earlier accepted.

After much thought, I have chosen to go for another opportunity that is more in line with my long-term professional objectives.

I really appreciate the time and work you, and your staff has spent on the hiring process and I deeply regret any inconvenience. Please know that I hold [company name] in high regard.

I hope to keep in touch should our paths meet in the future. Thank you once more for your understanding and support.

Warm regards,
[Your full name]

Template 2: Declining for personal reasons

Subject: Withdrawal of Job Offer Acceptance

Dear [hiring manager’s name],

I hope you are doing well. I am contacting you to inform you that I will not be able to fulfil the [position title] post at [company name], which I had earlier accepted, as unexpected personal events prevent me from committing to the position right now.

Thank you for the opportunity to be on your team and for all your work during the selection process. This was not an easy choice, so I really value your understanding, and I appreciate your kindness and consideration.

I hope our paths will cross again in the future.

Best regards,
[Your full name]

Template 3: Declining due to better job opportunity

Subject: Withdrawal of Job Offer Acceptance

Dear [hiring manager’s name],

Thank you so much for offering me the [position title] role at [company name]. After much thought, I have chosen to accept another opportunity that more closely fits my personal goals and professional objectives.

Given my respect for [company name] and the work the company is doing, this was a very difficult decision. Thank you for the confidence you’ve placed in me during the employment process, and I truly regret any inconvenience this may cause.

I would love to stay in touch should future opportunities present themselves. Thank you again for your understanding and support.

Sincerely,
[Your full name]

Remember, while declining an offer after accepting it can be awkward, it can be done with professionalism and grace. Your quick response, polite communication, and sincere gratitude will help you maintain a good relationship with the company and safeguard your reputation in the business.

This article was originally written by Anisa Aznan for jobstore.com, an online job site that specialises in providing jobseekers with the latest job opportunities by matching talented individuals with reputable companies in Malaysia. Find your dream job with over 40,000 job vacancies in Malaysia.

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