Accepting Job Offers: Accepting and Declining

Congratulations, you have been offered a job! Now, how do you proceed with (or reject) the offer?

The thrill of finally receiving a job offer after a gruelling job hunt is probably one of the best feelings. More than signalling your success, it means that you have lived up to a potential employer’s expectations – and you are good enough to be offered a job. It also translates to financial security and another step towards your dreams.

So, you say yes – no second thoughts, and that is the end of it. Easy, right?

Except no, not really. Many applicants think that accepting a job offer is as easy as “Yes, I accept your offer”, but there is actually a lot more to the process than you think! Accepting a job offer means another round of formal processes, so make sure you know what is going on to ensure that you are on the right track!

Or maybe you have discovered that this particular employer or position is not quite suitable for you after all, or you disagree with the hiring terms and conditions. In this case, if you feel like you are receiving the short end of the stick and unable to successfully negotiate your terms, you may decide to decline the offer. This is when you will need to practise proper etiquette to make sure that you do not burn any bridges.

So, what should you expect when you receive a job offer?

In many cases, the recruiter will make a job offer to you through an email or a phone call, informing you that they are “very happy to offer you X position”. However, job offers – whether conditional or unconditional – are not considered formalised until they are produced in writing, such as an offer letter. It will normally contain a copy of the terms and conditions of employment.

This document acts as a binding contract once it is signed, so make sure to go through the printed details thoroughly and check that everything is as you gave discussed with the recruiter (usually during your second or third interview). Look out for: • Job title • Salary and benefits (including travelling, phone and entertainment allowances) • Additional incentive compensation • Employee education • Probation period • Notice period (the length of time between resigning and your last day of work) • Hours of work per day or week • Holiday, sick pay entitlements and insurance • Starting date

In some cases, the recruiter might hand you the letter during your second or third interview. If this happens, do not feel pressured to sign on the spot. Instead, ask for some time to go through the document before getting back to them. Most employers will understand and give you the extra time needed.

Some details in the offer letter can get quite technical. So do not let it overwhelm you; it is alright to nitpick the specifics as you go through the document. If there is something you do not understand, or is different from your agreement made during an earlier discussion, such as salary matters, be sure to clarify with the employer as soon as you can.

If you are applying into a graduate programme or scheme, check if your offer is conditional on gaining a specific degree classification. This would mean that you are temporarily accepted, and will only be confirmed when you have achieved a particular result or degree.

Make sure to iron this out with the recruiter before you sign your acceptance: What if you missed out on the specified degree level? Some recruiters may be willing to overlook this if they were impressed by your interview performance.

If everything goes well, and you are keen on taking up the job, go ahead and sign your acceptance. Although this is sufficient in most cases, some employers may ask you to write a short acceptance letter or email, mentioning that you are formally accepting their offer to join the company. If you find that you need help with this, do not be afraid to turn to your career advisors for assistance.

You are not done yet though! Do not forget those who have helped you along the way, such as your contact who recommended you to the job in the first place, and your referees as well. Just a simple thank-you note over email mentioning your acceptance will help to show your appreciation. You can also ask for further advice on how you should prepare for your first day at the job.

In the off-chance that you think you are not suited for the job or company, be sure to decline politely in the form of a letter expressing your intentions. This is because recruiters do not know that you are declining their offer and why. Instead, they will only think that you are being rude for leading them on. On top of that, responding will help prove your integrity as a responsible job-seeker (and employee!).

In your email, thank the recruiters and interviewers for their time, and tell them clearly that you are unable to accept their offer and why. Recruiters deserve to know after all the time and effort that they have invested in you. Be honest and polite about it, and always keep your tone professional. A curt “I do not think your offer is good” is definitely a no-go!

Again, do not forget the contacts who have helped you up to this point. Send them a brief email to inform them of your decision as well, and thank them for their assistance and guidance.

If handled properly, job declinations can become good networking opportunities too! Some recruiters may be impressed by your sense of responsibility and keep you in their circle of contact.

In some rare cases, the recruiter may call you back for a round of re-negotiations. This will be up to you to accept or decline, depending on the reasons why you rejected the job offer in the first place.

Sometimes, you may be given an offer before you even start on your job hunt, especially if you have been interning over the years and have impressed your (ex-)employers. (Well done!)

Most recruiters will understand if you want some time to attend other interviews to compare your prospects, but do not drag their job offer on for too long without getting back to them! That is just plain rude, and will only spoil their good impression of you.

Moreover, do not neglect your responsibility to contact them once you have come to a decision, and be tactful about the way you juggle your (multiple) job offers.

Take note also of some actions that are considered unethical by recruiters – make sure that you do not: • Sign and accept multiple offer letters that you receive, and not turn up at work on the first day. • Delay your response to your multiple job offers for a long time in order to compare your prospects, then not inform the rejected recruiters after you have made your decision.