Let’s do a deeper dive into specific hiring questions! About once a month, I get answers from a group of people who hire library and LIS workers. I’d love to hear from you: what should I ask next time? Or, let me know if you’d like to join the pool of people who might answer.
This question reprises one asked in 2013 that is another “most visited page” here on Hiring Librarians. This month I’m asking:
What’s the best way to decline an interview without burning any bridges? Under what circumstances should a candidate decline an interview?
Timothy Hackman, Dean of University Libraries, Old Dominion University: Interesting question. I really don’t ever take a decline as a personal thing or a reason to not consider a candidate for future opportunities. Honestly, it’s unlikely that a future search would include the same internal people or, if it did, that they’d remember someone who declined. At any rate, there are a million legitimate reasons to decline an interview, and I really don’t worry much about. Maybe their duties changed and their job is more interesting now, or they got a raise, or someone in the family got sick and they can’t manage another change right now, or maybe they just changed their mind. A simple decline does the trick for me, e.g., “Upon further consideration, I’d like to withdraw from this search at this time, but I am still very interested in potential future opportunities at your library. Thank you so much for considering me!”
Dr. Colleen S. Harris, Dean, Killam Library, Texas A&M International University: There are lots of reasons to decline an interview–you got another job, you decided the position wasn’t for you, life circumstances. (I once had to decline an interview the morning of my flight for an on-campus because I landed in the hospital violently ill–I was mortified, but the interviewer was very kind about it.) It happens, and on the interviewer side, we know it’s always a possibility folks will decline. It’s best to decline as quickly as you know you need to (which may allow the interviewer to invite another viable candidate) with a short and polite email (or call, but email is fine) thanking them for the opportunity and apologizing for the inconvenience. That’s all that’s needed. They should be understanding about it.
Anonymous:
What’s the best way to decline an interview without burning any bridges?
Be polite and don’t overshare. Something along the lines of : “Thank you very much for the opportunity to interview with [X] for [X]. I appreciate your consideration of my candidacy. Regretfully, I will have to decline your offer of an interview.”
Under what circumstances should a candidate decline an interview?
My opinion is that a candidate should decline an interview if they do not intend to take the position for whatever reason. There is no harm in declining an interview and you do not have to give explanations.
Melissa Moore, Head of Access Services, Ferndale Area District Library:
What’s the best way to decline an interview without burning any bridges?
Tell the person! Don’t just not show up. Letting me know means I can offer the interview to another person. Not showing up to an interview is one of the best ways to “burn bridges” because that says you don’t think our time is valuable.
“Hello. Thank you for the opportunity at XXX Library. At this time, I have to decline your invitation for an interview (you can give a reason or not– because I took another position elsewhere, because the hours available won’t work with my other job, etc.). I will absolutely keep you in mind if my situation changes or another opportunity comes up in the future. Thank you for your time.”
Under what circumstances should a candidate decline an interview?
Decline if you don’t want the job, the available schedule won’t work with another job you are also working (or let them know–maybe the schedule is flexible), you don’t think the place will be a good fit for you, you took another job elsewhere between applying and getting the offer, or any other reason that you know you absolutely won’t take a job if offered.
Gretchen Corsillo, Director, Rutherford Public Library: In my experience, I truly appreciate it when a candidate is quick, courteous, and to the point in declining an interview. You don’t have to overshare. For example, I have had candidates simply tell me their schedule or circumstances have changed since applying and they can no longer be considered for the role. This shows respect for my time and allows me to move on to the next applicant. Life happens, and I completely understand that! Sometimes weeks can pass between a candidate submitting an application and when they are contacted for an interview, depending on where we are in the process. It makes sense that circumstances can change during that window of time. I would rather someone tell me from the start if this is the case than drag things forward knowing they do not wish to be considered.
In terms of when to decline an interview, I would recommend doing so when circumstances have legitimately changed (e.g. you’ve found something else, your availability is no longer a match for the schedule, you’ve realized you aren’t interested in that part of the library, etc.). If you’re unsure, go for the interview and see how it feels. Sometimes this is the best way to get a feel for the organization, and you can make a better informed decision from there. I would never hold it against an applicant if they went through the interview process in good faith and then realized the job wasn’t for them.
Dr. John Sandstrom, College Professor and Acquisitions Librarian, New Mexico State University Library:
What’s the best way to decline an interview without burning any bridges?
- Be very polite
- Imply that it is because of a change in your circumstances.
- Thank them, and say that you are pursuing opportunities in other directions.
Under what circumstances should a candidate decline an interview?
- When further research shows that the institution would be a bad fit.
- When other preferred opportunities are available
- Current news or rumors in the library industry (although these can also be issues to ask about if you do interview)
- When there is no way you will take the job if it is offered.
Christina H. Settle, Senior Library Manager for Recruitment and Onboarding, Wake County Government Community Services / Libraries: I have had this happen before and it’s usually fine. If someone changes their mind about a job or has accepted another job, I would rather them let me know in advance and gain back my time rather than interview them and have them potentially decline an offer.
The best way for someone to decline an interview is to respond early in the process and politely and professionally let the interviewer know that they’ve accepted another job offer, circumstances have changed, etc. Always thank the interviewer for their consideration, and keep the door open to the future. Please don’t ghost the interviewer, which has also happened. That goes in the ATS as a “no response; not able to contact”.
I feel that any circumstance can be a good reason to decline an interview, as long as the response is professional and sincere. You can simply say, “Thank you so much for your consideration and invitation to interview for _ position. Unfortunately, I am unable to accept an interview at this time as my circumstances have changed. I wish you the best in your search for an excellent candidate for your position.”
Anonymous: First, I would discourage turning down an interview that is via Zoom, on the phone, or located nearby. There is so much churn in higher ed that I think it is an opportunity to make connections, explore opportunities, gain a sense of your value, practice interviewing, window shop etc. Let the hiring institution tell you no – you may not even be offered a position.
Or as one of my favorite comedians says, never say no without a number. Ask for a compensation amount you would switch jobs for!
If you have to travel and are uninterested in the position for any reason, decline.
If you do more research and discover a conflict with your values or personal code, decline.
To avoid burning bridges, I would just say my situation has changed I am unable to pursue the position at this time.
Donna Pierce, Library Director, Krum Public Library:
Basically by saying “things have changed and I am no longer available for this position” This doesn’t mean you hate the idea of working there since you learned more about the work environment, or they don’t pay enough, or you found a better job. The reason you are unavailable does not need to be stated.
Celia Rabinowitz, Assistant Vice-President for Academic Engagement and Director of Mason Library, Keene State College: I think the answer depends on when this happens. A candidate declining a phone/Zoom interview should do that either when the first connection is made to request the interview or as soon as possible between scheduling it and the interview date. I’m not sure that declining at this point requires any explanation because it is early in the process. In some cases a candidate might even be dealing with a HR recruiter and not a member of the search committee. Maybe the candidate decided the salary range is not acceptable, or the location really is deal breaker, or any number of reasons.
I’d say the same for the next phase. If a candidate has a Zoom interview and decides they are not interested in a campus interview, they should communicate to the appropriate person as soon as possible and not wait for an invitation (although it is also possible that they would not receive one). The sooner the candidate notifies the search committee, the more time they have to pull another qualified candidate if they can. Again, I am not sure there appropriate or inappropriate circumstances. The candidate might not have had a good phone interview experience, they might be farther along in another search, or any number of reasons. Beyond a thank-you for the time spent, I would not expect an explanation from a candidate.
Given the number of people I see posting in places who are candidates in searches and who never hear back from libraries or institutions even when they interview, as long as a candidate does not simply not reply to requests to set up an interview, then any notification they give is helpful and allows the search committee to move forward. A different question – the one about a candidate signing an appointment letter and then notifying the institution that they are not taking the job is a whole different ball game. But I’m willing to be pretty flexible and forgiving during the interview phase.
Anonymous: Through my experience, the best way to decline an interview is by responding (positively) as soon as the applicant is able. The applicant should be graceful and grateful – thank them for the opportunity to interview. I would use the communication method they used to offer you the interview but I think in-person or a phone call would be better than email. Texting is a horrible idea. I would be honest about why I had to decline the interview and ask to be considered in the future if/when circumstances allow or the opportunity arises. Tell them you will reach out if your circumstances change and ask if it’s OK to stay in touch.
If the applicant has travel plans, hopefully both parties could reschedule or interview via Zoom or a similar platform. If there is an option to reschedule an in-person interview, the applicant should know the position may be filled by the time the interview happens. If the applicant is not actually interested in the job, it is best to avoid the interview and save everyone time. The applicant does not need to go into detail or give their life story.
Valid reasons to decline an interview:
- Health or other personal circumstantial change for the applicant or family member of the applicant
- Moving out-of-area, or decided not to move to the area
- Accepted another job offer
- Current employer increases pay/benefits
- Reasons to decline that will most likely burn bridges with the organization:
- Unethical organizational culture
- Organizational red flags/warning signs
- Low wages or few benefits
- Not interested in the job duties
K.T. Vaughan, Hal F. and Barbra Buckner Higginbotham University Librarian and Professor, Washington and Lee University: Often candidates stress about this question more than I do as a hiring manager. I suspect it’s due to a combination of finding it hard to say “no” and a fear that you’ll be blacklisted if you back out of an interview. The consequence that I see is that people stay in the pool after they know the job isn’t for them, or they ghost the committee. Both are the WORST way to decline. The best way is to send a short and simple response, as soon as you have made a decision about that job.
All you need to say is, “I am withdrawing from the search. Thank you for your time.” You don’t owe me an explanation for why you’re withdrawing. If you want to include practical details – you got another offer, you decided the job wasn’t for you, you don’t want to relocate to the area – that can help the library for future searches. Sometimes it’s just a bad fit, and that’s fine.
What I think is important is to let the committee know as early in the process as you can. This saves both your and the committee’s time and emotional investment. As soon as you decide that the job isn’t for you, for whatever reason, go ahead and withdraw from the search. Being forthright and gracious is much more likely to preserve or even create goodwill on both sides than ghosting or leading on the committee.
I’ll note: The committee and/or hiring manager have the same responsibility to candidates for clear and timely communication. We should hold institutions to the same expectations for this as we do candidates!