How to Decline a Job Offer in Japanese (Naitei Jitai)
To decline a job offer in Japan, contact the company as soon as you’ve decided, thank them, state clearly that you are declining the offer (内定を辞退させていただきます), apologise briefly, and keep your reason short and polite. A phone call to your contact in HR is the most courteous first step, followed by an email so there’s a written record; if you can’t reach them by phone, an email alone is acceptable at many companies. You don’t need to give a detailed reason, and you shouldn’t criticise the company.
Key words
| Japanese | Reading | Meaning |
|---|---|---|
| 内定 | naitei | job offer (informal offer before the start date) |
| 内定辞退 | naitei jitai | declining a job offer |
| 内定承諾書 | naitei shōdakusho | offer acceptance form |
| 人事部 | jinjibu | HR department |
| 採用担当 | saiyō tantō | recruiter, person in charge of hiring |
On the phone
Call during working hours, avoiding the start of the day and lunchtime. A simple script:
- お世話になっております。先日、内定のご連絡をいただきました〇〇と申します。採用ご担当の△△様はいらっしゃいますか。
- このたびは内定のご連絡をいただき、誠にありがとうございました。大変申し上げにくいのですが、検討の結果、内定を辞退させていただきたく、ご連絡いたしました。
- 貴重なお時間を割いていただいたにもかかわらず、申し訳ございません。
If they ask why, a short answer is enough: 他社とのご縁があり、そちらに入社することに決めました (I’ve decided to join another company) or 自分の適性を考えた結果 (after considering where my strengths fit best). See phone calls in Japanese.
Email template
件名：内定辞退のご連絡（氏名）
株式会社〇〇
人事部 △△様
お世話になっております。〇〇（氏名）です。
このたびは内定のご連絡をいただき、誠にありがとうございました。
大変恐縮ではございますが、慎重に検討した結果、貴社の内定を辞退させていただきたく、ご連絡いたしました。
選考に多くのお時間を割いていただきましたのに、このようなご連絡となり、大変申し訳ございません。
末筆ながら、貴社の益々のご発展をお祈り申し上げます。
The email says, roughly: thank you for the offer; after careful thought, I am declining it; I’m sorry after all the time you spent on the selection process; I wish your company continued success. See Japanese business email.
Tips and common mistakes
- Don’t delay. The company may have other candidates waiting.
- Don’t ghost. The industry can be smaller than you think, and you may meet these people again.
- Be clear. Soft phrases like 少し考えさせてください can be read as “still interested”.
- If you’ve signed an acceptance form, you can usually still decline, but do it as early as possible and apologise sincerely. This guide isn’t legal advice; if you’re worried about a contract, ask a professional.
- Return anything they sent you, such as forms, if asked.
See understanding a Japanese job offer and negotiating salary in Japan if you’re still deciding.
How Hanabuddies can help
Our native Japanese tutors teach one-to-one online, in English, and can help you rehearse the phone call and check your email before you send it. Our career coaching covers the whole job search in Japan, from your CV and interviews to offers. See career coaching for Japan.