How do you politely decline a job offer?
A polite decline has five parts, and it usually fits in under 150 words:
- Thank them for the offer and their time.
- Decline clearly in the first or second sentence. “I have decided not to accept the offer” leaves no doubt.
- Give a brief reason, if you want. One sentence is plenty.
- Mention something specific you appreciated, like the team or the interview process.
- Leave the door open for future roles or networking.
Send it to the person who made the offer, usually the recruiter or hiring manager. If both were involved, address the one who extended the offer and copy the other.
When should you decline a job offer?
Decline as soon as you are sure. The company may have a second-choice candidate waiting, and a fast answer gives them the best chance of keeping that person.
- Before the deadline. If the offer letter gives a response date, reply before it.
- After negotiations end. If you are negotiating pay, wait for the final offer before you decide. It helps to compare offers the same way, for example by checking what a $60,000 salary works out to per hour.
- After your other offer is in writing. If you are declining because of another job, wait until that offer is confirmed. A verbal offer can still fall through.
- When you still have questions, ask first. Unclear hours or duties are worth a quick call before you say no. Our list of questions to ask at the end of an interview works here too.
If you need more time to decide, ask for it once, politely, and name a specific date.
Should you decline a job offer by email or phone?
| Situation | Best way to decline |
|---|---|
| The offer came by email and you had a standard interview process | |
| The recruiter called you with the offer | Phone call, then a short confirming email |
| You built a close relationship with the hiring manager | Phone call, then email |
| You already accepted the offer | Phone call first, then email the same day |
| A friend at the company referred you | Email the hiring manager, and tell your friend yourself |
6 email templates to decline a job offer
Each template uses fictional names. Change the details and keep yours short.
1. Simple, polite decline
Subject: Job offer, Jordan Lee
Dear Ms. Carter,
Thank you for offering me the Operations Analyst position at Northwind Logistics. After careful thought, I have decided not to accept the offer.
I enjoyed meeting the team and learning about your plans for the new distribution center. I hope our paths cross again.
Best regards,
Jordan Lee
2. You accepted another offer
Subject: Operations Analyst offer, Jordan Lee
Dear Ms. Carter,
Thank you again for the offer to join Northwind Logistics. I have accepted another position that is a closer match for my long-term goals, so I must decline your offer.
I appreciate the time you and Mr. Diaz spent with me during the interviews, and I would be glad to stay in touch.
Sincerely,
Jordan Lee
3. The salary or benefits do not work for you
Subject: Thank you for the offer
Dear Mr. Patel,
Thank you for offering me the Medical Billing Specialist role at Brightside Dental and for considering my counteroffer. After reviewing the final package, I have decided to decline, as the compensation does not meet my needs at this time.
I was impressed by your team and would welcome a conversation if a role with a different pay range opens up.
Kind regards,
Taylor Nguyen
4. The role is not the right fit
Subject: Customer Success Manager offer
Hi Dana,
Thank you for the offer and for being so open about the role during our conversations. After thinking it over, I realized the position leans more toward sales than I want in my next step, so I am going to decline.
I appreciate your time, and I would be happy to stay connected on LinkedIn.
Best,
Alex Rivera
5. You are staying with your current employer
Subject: Job offer, Marcus Hill
Dear Ms. Brooks,
Thank you for offering me the Marketing Coordinator position at Bluefin Marketing. After discussing my plans with my current employer, I have decided to stay in my current role, so I must respectfully decline your offer.
I am grateful for the time your team invested in me, and I hope we have the chance to work together in the future.
Sincerely,
Marcus Hill
6. Declining after you already accepted
Subject: Withdrawing my acceptance, Sam Ortiz
Dear Mr. Chen,
Thank you for speaking with me this morning. As I explained on the phone, I need to withdraw my acceptance of the Warehouse Supervisor position at Harborview Grocery. My circumstances have changed, and I am no longer able to take the role.
I am sorry for the inconvenience this causes you and the team. Please let me know if there is anything I need to return or complete on my end.
Thank you for understanding,
Sam Ortiz
Phone script for declining a job offer
Have your main points written down before you dial. Then keep the call to a few minutes.
“Hi Ms. Carter, this is Jordan Lee. Thank you again for the offer for the Operations Analyst role. I wanted to call you directly to let you know that I have decided not to accept it. I really enjoyed meeting the team, and this was not an easy decision. I will send a short email today so you have it in writing.”
If they ask why:
“I accepted a role that is a closer fit for the direction I want to go, especially on the data side. I appreciate you asking.”
If they make a counteroffer you do not want:
“Thank you, that is generous. My decision is final, but I would like to stay in touch for future openings.”
If you reach voicemail, leave a short message asking for a call back, then send your email by the end of the day so the decision is not delayed.
How to decline a job offer after accepting
Backing out after you said yes is uncomfortable, but it happens. Most US jobs are at-will, which means either the employer or the employee can generally end the relationship, as a Bureau of Labor Statistics review of the at-will doctrine explains. For most people, backing out is a professional problem rather than a legal one.
- Be sure. You will not get a second chance to reverse this decision.
- Tell them right away. Every day you wait is a day the company could spend on other candidates.
- Call first, then email. Use template 6 above for the written follow-up.
- Keep the reason short and honest. “My circumstances have changed” or “I decided to accept a counteroffer from my current employer” is enough.
- Read anything you signed. A signing bonus, relocation package or employment contract may require repayment or notice. If the terms are unclear, talk to an employment attorney.
- Return anything they sent you, such as a laptop, badge or uniform.
Accept that this employer may not consider you again for a while, and thank them for their understanding anyway.
What not to say when you decline a job offer
| Avoid saying | Say this instead |
|---|---|
| “The pay is insulting.” | “The compensation does not meet my needs right now.” |
| “Your interview process was a mess.” | “I have decided the role is not the right fit for me.” |
| “I got a way better offer.” | “I have accepted another position.” |
| “Maybe I will reconsider later?” | “I have decided not to accept the offer.” |
| “I am so sorry, I feel terrible about this.” | “Thank you for understanding.” |
A few more rules:
- Do not ghost the employer. Silence leaves them stuck and burns the bridge.
- Do not invent a reason. A made-up story is hard to keep straight if you meet these people again.
- Do not use a decline as a bluff. If you want more money, negotiate before you decide.
- Do not overexplain. One sentence about your reason is enough.
If you are declining because you accepted another job, your next step is resigning from your current one. Our two weeks notice letter generator builds that letter in about a minute.