How to Decline a Job Offer: Tips and Email Templates

Have you just received a job offer but aren't sure it's the right move?

It's a tricky situation—saying "no" can feel daunting, especially when you've invested time in the interview process.

But if you've decided the role isn't the best fit, declining with grace is essential.

In this article, you'll find everything you need to know about how to decline a job offer politely, including tips, email templates, and even advice on handling second thoughts if they arise later.

6 Tips for Declining a Job Offer (Without Burning Bridges)

Declining a job offer can feel uncomfortable, but with the right approach, you can do it respectfully and maintain a positive relationship with the employer.

Here are six key tips to keep in mind when drafting your response:

Tip 1: Be Prompt in Your Response

When you've made the decision to decline a job offer, it's important to respond quickly.

Delaying your response can be seen as unprofessional. It may inconvenience the employer, especially if they're moving forward with other candidates.

Being prompt shows respect for their time and effort.

Sample Email: Quick Response

Dear [Hiring Manager's Name],

Thank you for offering me the position of [Job Title]. After careful consideration, I've decided to decline the offer.

I truly appreciate the time and effort you've invested during the interview process.

Best regards,
[Your Name]

Tip 2: Express Gratitude and Stay Polite

Always thank the employer for the opportunity. Expressing gratitude shows professionalism and leaves a positive impression, even if you're not accepting the offer.

A simple "thank you" can go a long way in maintaining a good relationship and keeping the door open for future opportunities.

Sample Email: Gratitude with Politeness

Dear [Hiring Manager's Name],

Thank you for the offer to join [Company Name] as [Job Title]. While I've decided to pursue another opportunity, I'm grateful for the time and effort you and your team put into the interview process.

Best regards,
[Your Name]

Tip 3: Be Honest, But Keep It Simple

Honesty is essential when declining a job offer, but there's no need to go into excessive detail.

Be straightforward without oversharing. A brief, respectful explanation of why you're declining can be more impactful and maintain your professionalism.

Sample Email: Short and Direct Decline

Dear [Hiring Manager's Name],

Thank you for considering me for the [Job Title] role at [Company Name]. After careful thought, I have decided to decline the offer.

I appreciate your time and effort throughout the interview process.

Best regards,
[Your Name]

Tip 4: Align Your Decline with Career Goals

When turning down a job, framing your decision around your long-term career goals is helpful.

It shows that your choice is strategic and well-thought-out, not personal or impulsive.

Employers are more likely to respect your decision when they see that it aligns with your professional growth.

Sample Email: Declining for Career Alignment

Dear [Hiring Manager's Name],

Thank you for offering me the position at [Company Name]. After reflecting on my long-term career goals, I have decided to decline the offer, as it does not align with my current career direction.

I sincerely appreciate the opportunity and hope we can stay connected for future opportunities.

Best regards,
[Your Name]

Tip 5: Keep the Door Open for Future Opportunities

Even if you're declining the offer, leaving a positive impression can create opportunities down the road.

By keeping the door open, you maintain a good relationship with the employer, which might benefit you later.

Always express interest in staying in touch for any future roles that may be a better fit.

Sample Email: Keeping the Door Open

Dear [Hiring Manager's Name],

Thank you for offering me the role of [Job Title] at [Company Name]. After careful consideration, I have decided to stay with my current employer, but I truly appreciate the opportunity.

I hope we can stay connected and possibly work together in the future.

Sincerely,
[Your Name]

Tip 6: Sometimes, a Phone Call Works Better

In certain situations, especially when you've built a strong relationship during the interview process, a phone call might be more appropriate than an email.

It's more personal and shows extra respect for the employer's time and effort. Afterward, you can follow up with a brief confirmation email to ensure there's a record of your decision.

Sample Script for a Phone Call Decline:

Hi [Hiring Manager's Name],

Thank you again for offering me the [Job Title] position at [Company Name]. After careful thought, I've decided to decline the offer. It was not an easy decision, but after considering my long-term career goals, I believe this is the right step for me.

I sincerely appreciate the time and effort you've put into the hiring process, and I hope we can stay in touch for future opportunities.

Thank you again, and I wish you and [Company Name] all the best moving forward.

Sample Email: Follow-Up After Phone Call

Dear [Hiring Manager's Name],

As we discussed over the phone, I have decided to decline the offer for the [Job Title] position at [Company Name]. It was a tough decision, but I appreciate your understanding.

Thank you again for the opportunity, and I hope we can stay in touch for any future opportunities.

Best regards,
[Your Name]

Email Template Examples For Rejecting a Job Offer

The job searching process takes enough effort and determination. Curating emails while rejecting offers shouldn’t be another headache for you.

Hence, we have included examples of how to decline a job offer as gracefully as possible based on several reasons.

You can directly copy these templates or customize them according to your terms.

Template 1 (General rejection)

Subject: Job Offer - [Your Name]

Dear [Employer],

Thank you for offering me the opportunity to join [company name]. I appreciate the time and effort your team invested in the hiring process.

After much thoughtful deliberation, I have decided that the position may not be the best match for my career aspirations at this time. I am grateful for your interest and consideration, and I hope we can keep in touch for any future opportunities that may align more closely with my goals.

Thank you again.

Best regards,
[Your name]

Template 2 (Short email)

Subject: Job Offer - [Your name]

Dear [Employer],

I hope this email finds you well. I express my sincere gratitude for offering me the [Job Title] position with [Company Name]. However, after much consideration, I have realized that I am not the right fit for this job and role.

I appreciate your time and consideration throughout the interview process, and I wish you the best in your search for the right candidate.

Best regards,
[Your Name]

Template 3 (You’re not happy with the salary offered)

Subject: Job Offer - [Your Name]

Dear [Employer],

Thank you for offering me the [Job Title] position with [Company Name]. Regarding my request for an interview, I appreciate the time you took to consider it.

I would also like to express my appreciation for your extended offer. However, after careful consideration, I regretfully decline the role. Due to the compensation package not aligning with my current expectations, I have decided to look into more prospects.

Thank you for your time and understanding.

Best regards,
[Your Name]

Template 4 (You want to stay at your current job)

Subject: Job Offer - [Your Name]

Dear [Employer],

Thank you for extending the offer for the [Job Title] position with [Company Name]. I appreciate the consideration you and your team invested in the hiring process.

After much thought and reflection, I realized I might not be the right fit for the offer. I have decided that it is in my best interest to remain with my current employer.

I am truly grateful for the opportunities and experiences my current job has provided me. Given my current circumstances, I have decided that this is not the optimal time to pursue other professional endeavors. Thank you for considering me for the opportunity and your understanding.

I hope you understand my decision, and I want to express my thanks for the opportunity and your team's professionalism. I wish you continued success.

Best regards,
[Your Name]

Template 5 (You’re not happy with the company culture)

Subject: Job Offer - [Your Name]

Dear [Employer],

I am grateful for the position offered to me. I appreciate your time and consideration throughout.

After much thought and consideration, I have decided not to accept your offer because I do not believe I am a good fit for your company's culture. I must work in an environment where I can connect with the culture and thrive.

However, I believe that my values and work style will not align with the values you practice at [Company Name]. So joining the company would be unbenefitting despite these disparities.

Thank you for the opportunity, and wish you the best.

Best regards,
[Your Name]

.

Template 6 (Long-term career goals do not align)

Subject: Job Offer - [Your Name]

Dear [Employer],

Thank you for the [Job Title] position offered to me by your company.

I am deeply grateful for your time and energy in considering me for the position. It was not easy, but I have decided to pursue other opportunities that align more closely with my long-term career goals.

Your interest and support are greatly appreciated, and I hope we can stay connected. Thank you again. Hoping for the best for you and your team.

Best regards,
[Your Name]

Template 7 (You’re not happy with the position offered to you)

Subject: Job Offer - [Your name]

Dear [Employer],

I am extending my gratitude for the job opportunity offered to me. The effort and time put in by your team are appreciated.

However, after careful review and consideration, I have realized that the position offered does not align with the role I initially applied for. Therefore, with the utmost respect, I must decline the job offer. The position offered requires someone with a specific set of skills, and while I appreciate your confidence in me, I don't think I am the best candidate for the job.

I hope you find the right person for the position. Thank you again for your interest and your understanding.

Thank you.

Best regards,
[Your Name]

Template 8 (You got a better offer)

Subject: Job Offer - [Your name]

Dear [Employer],

I express my gratitude for inviting me to join [Company] as [Job Title]. Your interest in my skills and experience is greatly appreciated.

However, after careful deliberation, it would be best for me to pursue another role that aligns more closely with my interests and skills in [area] and [area].

Thank you and the team for the time and effort invested in the interview process and the job offer. It was a pleasure getting to know more about [Company]. I wish you all the best in finding the right candidate for this role.

Thank you again for your consideration.

Best regards,
[Your Name]

Check out the culture, reviews, and ratings about the company. You never know, you could be jumping straight from fire to a frying pan!

Key Considerations Before You Decline the Offer

Before you send that email, take a moment to reflect on your decision. Declining a job offer is significant, so you must be sure you're making the right choice. Consider the following:

Career Goals

Does the job fit into your long-term career plans, or would accepting it take you off track? If the role doesn't align with your goals, it's okay to decline.

The Offer

Look beyond the salary. Consider the company culture, growth opportunities, and work-life balance. It might not be the right fit if these factors don't meet your needs.

Professionalism

You're closing a door, but it doesn't need to be permanent. Be polite, express gratitude, and keep the door open for future opportunities.

Once you've decided, it's time to inform the employer. For that, use our templates to sail through this phase smoothly.

How to decline a job offer without burning bridges - Checklist

Turning down a job offer that is not a good fit for you is necessary. What is not necessary is to burn your boats while doing so.

A polite email or a phone call does the job here. The most important part is conveying your message to the hiring manager.

In addition to the examples above, you should consider a few more things when writing your rejection email response.

When wondering how to decline a job offer politely, these 10 pointers should be kept in mind.

1. Be prompt with your response.
2. Be grateful for the opportunity offered to you.
3. Express regret for declining the offer.
4. Explain why you want to consider other options.
5. Keep it brief and to the point.
6. Give a sensible reason but do not overexplain.
7. Offer to stay in touch; build your network.
8. Be professional and respectful.
9. Leave the door open for the future.
10. End on a positive note.

What to Do If You Regret Declining a Job Offer

Realizing that you may have made the wrong decision after declining a job offer can be unsettling. However, all is not lost. Here's how to handle the situation professionally:

1. Act Quickly

If you regret your decision, it is crucial to contact the company as soon as possible. The longer you wait, the more likely it is that the company will have moved forward with another candidate.

Prompt communication shows that you're serious about reconsidering.

2. Be Honest and Sincere

When reaching out, admit that you may have acted prematurely. Employers appreciate honesty and may consider your request if you explain your reasoning clearly.

Avoid making excuses, and instead, focus on why you now believe the position is a good fit.

Sample Email: Reconsidering Your Decision

Dear [Hiring Manager's Name],

I hope this message finds you well. After further reflection, I realize that I may have been too hasty in declining the [Job Title] offer at [Company Name]. Upon further consideration, I now believe the position aligns well with my career goals and professional aspirations.

If the role is still available, I would love the opportunity to discuss it further. I completely understand if the company has moved forward, but I wanted to express my renewed interest and appreciation for the opportunity.

Thank you for your understanding, and I hope to reconnect soon.

Best regards,
[Your Name]

3. Be Prepared for Any Response

The company may have already filled the position, or they may still be considering other candidates. It's important to be prepared for a range of responses:

• If the role is still open: Be gracious if they offer you another chance to discuss the role
• If the position has been filled: Politely express your understanding and reiterate your interest in future roles.

4. Learn From the Experience

Regretting a decision can be a learning opportunity. Reflect on why you initially declined and why you changed your mind.

This can help you avoid a similar situation in the future, ensuring that you feel confident about your decisions.

5. Stay Professional and Positive

Whether the outcome is favorable or not, maintain professionalism. Thank the employer for their time and consideration, and keep the door open for future opportunities.

Final Takeaway

Deciding how to decline a job offer can get difficult, but it's important to do it professionally and respectfully. Our tips and templates will enable you to decline the offer while maintaining a positive relationship with the employer and leaving the door open for future opportunities.

Red flags to watch out for during job search

Here are some bonus suggestions:

Although in the sea of corporate jobs, finding a fitting job is easy. However, finding the right one is a challenge. If you're too unsure about the job, we can help you identify some signs of not accepting a job offer. Here are some.

• Unclear job description.
• Bad company reputation.
• Absence of work-life balance.
• Lack of rewards and recognition.
• Poor interview process.
• Huge turnover rate.

Take the time to clarify any questions or concerns before making a decision about a job offer. To learn more about the above suggestions and for more reasons to consider while rejecting a job offer, read: 16 signs you should not accept a job offer.