Express Your Gratitude
Regardless of your reason for turning down a job offer, you should always lead by expressing your appreciation that you were considered for the position. It is not only professional, but it recognizes the recruiter who likely spent hours going over resumes and applications to find the right person. A considerate and thoughtful thank you letter or email is a small act that goes a long way.
Provide a Reason for your Refusal
You never want to refuse a position with just a “no”. Providing a reason is another respectful way of recognizing the effort made by the hiring staff and doesn’t leave them wondering why you did not accept their offer. This will help them moving forward by informing them what aspects of the position are attractive and which aren’t, which will inform their hiring techniques moving forward.
Keep it Short and Sweet
While you want to thank a company for it’s offer and provide them with a reason for why you didn’t accept the offer, you do not want your refusal to be the length of a novel. Keep it brief and to-the-point. You want to directly address your reason for refusing, and thank the recruiter for their consideration; ESPECIALLY if your reason for not accepting the offer is something that is a bit unsavory like a rude recruiter or lack luster pay rate. When turning down a job offer, less is more.
Don’t Burn and Bridges
The very last thing you want to do when turning down a job offer is to completely shut down communication by being rude or offensive. There is no reason to be anything but professional when crafting your refusal. Despite what you may think, people in the same industry often know each other even if they work at different companies: and word travels fast. You DO NOT want to be known for having a hot temper in the job searching market. It will limit your interviews and your chances of being hired before you even walk in the door. Always be respectful and professional when interacting with possible employers, even if you are turning down their offer.