How to Professionally Decline a Job Offer (with Email Templates)

How to Professionally Decline a Job Offer

So you’ve spent some time job searching, found the perfect role, aced the interview, and finally got your dream job.


But what happens if accepting a job offer means having to decline another one?

We’re living in a candidate’s market, and that means it’s becoming more and more common for job seekers to receive multiple offers. The good news is that this gives the candidate the opportunity to choose their perfect position. The bad news is that the candidate will probably have to turn down an offer or two when choosing the best role.

But how do you turn down an offer, without severing ties and keeping things cordial and polite?

Keep reading for our top tips on how to professionally decline a job offer — and keep your network strong for future career opportunities!

How to Professionally Decline a Job Offer

When turning down a job offer, it’s important to maintain a healthy relationship with the hiring manager and company you interviewed with. After all, you never know where your career may lead you next, and just because you decline one position with a company doesn’t mean they won’t have a place for you in the future!

Not prioritizing relationships in your job search can be detrimental, so here are some important points to keep in mind when you decline an offer.

1. Make your decision carefully.

This may seem obvious, but, before you give your final decision, make sure that it’s the move you truly want to make.

Ask yourself: Why do you want to decline it? Why isn’t it a good fit? Weigh out the pros and cons and examine how they could affect your career in the long run. Even though they’re important, don’t just focus on immediate benefits, like salary and flexibility. Consider how this career move could affect your mental health, whether or not it will help you advance professionally in the long run, and if you would be a good fit with the company.

This is a big decision, so make sure that when you do say no, you mean it.

2. Don’t wait to give your answer.

If you’re sure the position just isn’t right for you, it’s wise to contact the recruiter or hiring manager as soon as possible. This is the most considerate and professional approach you could take when turning down a position, because the sooner they know, the sooner they can find someone else to fill the position.

Waiting too long to give your answer could push the hiring process back to the beginning. A hiring manager will appreciate an efficient answer so they can move on to the next candidate and keep the process moving forward without too much delay.

The best way to do this is to try and give them a specific day that you will contact them with your answer, or keep them apprised during your decision-making process. As soon as you’ve made your decision, it’s important to let them know. As difficult as saying no can be, the sooner you do it, the better for everyone.

3. Call before you send an email.

Most of us would probably prefer to give our answer in an email, and that’s understandable! But calling to verbally decline the offer first shows an extra bit of care. This will demonstrate that you care about the time and energy invested in you during the hiring process and are grateful that you were chosen for the position.

It’s also a great way to maintain a good relationship with the employer, because it demonstrates your professionalism and maturity, and will give you an opportunity to be specific about why you are declining. If you are unsure of what to say, write your response down before you call.

You can follow up with an email that reiterates what you said on the phone so that the recruiter or hiring manager has written proof of your response.

4. Be appreciative and humble.

The hiring process isn’t simple. It requires a lot of time and energy from multiple stakeholders, so it’s important to show your gratitude before you decline the job offer. Thank everyone who was involved and acknowledge the investment they made in interviewing you. Let them know you are honored to have been chosen and that, while you carefully considered the offer, the position just isn’t right for you.

5. Explain why you’re declining.

While getting into specifics isn’t always necessary, and you should only share as much information as you feel comfortable, letting the hiring manager or recruiter know why the position isn’t right for you can help keep the communication portal open.

Maybe you received another offer that better aligned with what you were looking for in terms of pay, or perhaps you need more flexibility than the one you are declining can offer you. This feedback can be helpful to share, and sometimes the company might even respond with a counter offer to better suit your needs!

Perhaps the reason you are turning the offer down is due to more personal reasons that you don’t feel comfortable sharing. That’s okay too! Either way, it can be helpful to be transparent about why you are declining.

6. Utilize the opportunity to network for future career moves.

So the position isn’t right for you — that’s okay. But maybe your values aligned with the organization’s, or perhaps you felt that you connected during the hiring process and you’d like to keep the door open to other positions in the future. Just because the role now isn’t right for you now doesn’t mean that the organization won’t have a place for you down the road.

Networking is key for career growth. If you really like the company, don’t be afraid to let them know that you would be interested in other positions in the future. Giving them the means to contact you, like your email and your LinkedIn, will give them the ability to reach out if any other positions open up.

If you find that the company itself just doesn’t fit you, keep in mind that networking and maintaining a good relationship is still important. You don’t have to plan to work there in the future, but you never know who is connected to who, and how that good relationship may pay off in time!

Email Templates for Declining a Job Offer

Turning down a job offer is a delicate task, but it is becoming increasingly necessary in this competitive candidate’s market. If you’re unsure of where to begin or how to write your email, we have included some examples with links to help you get started.

Example for when the position isn’t a good fit

Subject line:Job offer – [Your name]

Hi [insert last name of hiring manager],

Thank you very much for offering me the role of [insert name of position]. However,I have decided that this isnot the right fit for my career goals at this time.

I sincerely enjoyed our dialog as well as discussions with your team, and I very much appreciate your taking time to share information about the role and vision of [insert company name].

Again, thank you for your time and consideration; best wishes in your continued success.


Example for when you’ve accepted another offer

Subject line:Job offer – [Your name]

Hi [insert last name of hiring manager],

Thank you very much for offering me the role of [insert name of position] with [insert company name]. Though it was a difficult decision, I have accepted a position with another company.

I sincerely enjoyed our conversations and very much appreciate your taking time to interview me over the course of the past few weeks.

Again, thank you for your time and consideration; best wishes in your continued success, and I hope our paths cross again in the future.

Best wishes,

Example for when you’ve already accepted the offer

Hi [Interviewer],

Thanks so much for offering me the position of [Job Title] at [Company]. It was a pleasure meeting you.

Unfortunately, after a great deal of thought, I have decided to turn down this gracious job opportunity. I am truly sorry for any inconvenience this decision may cause and hope it will not affect any future relationships with your company.

I wish you continued success and hope to hear from you in the future.

Kind Regards,

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