Decline a job offer by expressing gratitude, stating your decision clearly, and optionally providing a brief reason. Keep the message professional and polite. Send the response promptly – ideally within 24 – 48 hours of receiving the offer.
So, you got a job offer – and you’re not taking it. That’s okay. In fact, it happens a lot. Whether you’re holding multiple job offers, staying at your current job, or realizing it’s just not quite the right fit, the way you respond still matters. A lot.
Saying “no” to a job offer politely shows class. It keeps your professional reputation clean, and it might even lead to future opportunities with that same company.
Let’s break down how to politely turn down a job offer – without burning bridges or stressing yourself out.
Why It’s Important to Decline the Offer Professionally
Turning down a job offer with respect shows maturity, professionalism, and emotional intelligence.
The hiring team likely spent hours reviewing your resume, scheduling calls, and getting you through the interview process. They were invested. The team cared. So even if you’re not saying yes, your “no” still needs to reflect that effort.
A quick, polite response helps you:
- Leave a positive impression
- Keep a good relationship with the hiring manager
- Protect your name in today’s job market
- Possibly be considered again for a better job title or culture fit
Basically: be kind, be clear, and act quickly.
Common (and Totally Valid) Reasons to Say “No Thanks”
Not every job is the right job — and that’s okay.
Here are some everyday reasons people respectfully decline offers:
- You got another offer that’s a better culture fit or has stronger salary expectations
- The job title isn’t aligned with your experience
- You want better work life balance
- You realized after the interviews that the company’s not for you
- You’re staying in your current position
You don’t need to share all the details — and in most cases, you shouldn’t. Keep it general. No need to say the offer was too low or that the company’s mission didn’t inspire you (even if that’s true). A short and polite reason is enough.
How to Make the Decision and Respond Fast
Once you decide, let the company know ASAP. Don’t wait. Don’t ghost. Be the kind of candidate the hiring manager respects.
Follow this simple approach:
| Step/Tip | Description |
|---|---|
| Respond Promptly | Let them know as soon as you’ve made your decision. Show respect for their time. |
| Express Gratitude | Thank them for the offer, the interview process, and the effort they gave you. |
| Be Clear and Direct | Say you’re declining – don’t be vague. |
| Provide a Reason (Optional) | If you feel like it, share a broad reason. Keep it light and polite. |
| Keep It Professional and Polite | Be kind. Don’t criticize the company, the salary, or the role. |
| Consider Staying in Touch | You never know – you might want to work there later. Keep the door open. |
Want to decline with grace? Email works best. But if you had a close connection with the hiring manager, a phone conversation could be a nice touch. Just make sure to follow up with an email.
Email Examples: How to Decline a Job Offer Politely
Here’s the part you probably came here for. Below are two email examples that cover different scenarios. You can tweak them to match your voice.
Example 1: Straightforward and Simple
Subject: Job Offer – [Job Title]
Hi [Hiring Manager’s Name],
Thank you so much for offering me the [Job Title] position at [Insert Company Name]. After careful consideration, I’ve decided to decline the offer.
I truly appreciate the chance to speak with you and learn more about the team and the company’s mission. Please thank everyone who was part of the hiring process. I wish you and the team continued success.
Best regards,
[Your Name]
Example 2: With a Reason and a Personal Touch
Subject: Grateful for the Opportunity – [Job Title]
Dear [Hiring Manager’s Name],
Thank you for the generous offer to join [Insert Company]. After much consideration, I’ve decided to move forward with a different opportunity that more closely matches my current career goals.
It was a pleasure getting to know you during the three interviews, and I want to express my sincere gratitude to you and the entire hiring team. I hold the company in high regard and hope our paths cross again in the future.
Warm wishes,
[Your Name]
What If You Already Accepted the Offer?
Yes, you can decline after saying yes but do it fast and respectfully.
Sometimes, things change. Maybe another offer came through. Maybe your current job countered with something better. Whatever the reason, call or email the hiring manager directly, apologize for the inconvenience, and be honest.
Sample:
Hi [Hiring Manager’s Name],
Thank you again for the offer and your time during the interview process. I’ve made a difficult decision to withdraw after accepting the offer. I apologize for the timing and truly appreciate the generous opportunity. I hope to stay in touch for future roles.
Best,
[Your Name]
It’s not ideal, but it happens. The key is to professionally decline without burning bridges.
Mistakes to Avoid When Turning Down a Job Offer
There are a few things you definitely don’t want to do when rejecting an offer:
- Don’t disappear. Always respond promptly.
- Don’t complain. Keep negative thoughts about the team, job title, or salary to yourself.
- Don’t delay your message. The company needs to move forward.
- Don’t lie. You don’t need too much detail, but don’t fake it.
- Don’t make it emotional. Keep it cool and professional.
Avoiding these mistakes protects your professional image and keeps your name strong in today’s job market.
Keep the Door Open for the Future
Say no today, but stay connected for tomorrow.
Even if the role wasn’t right, the company could still be a great place for you down the line. Maybe a different position or a shift in your own career goals will change things later.
Here’s what you can do:
- Connect with the hiring manager on LinkedIn
- Send a short follow-up message wishing them the best
- Say you’d love to hear about future roles that may be a better fit
It’s a simple way to keep the relationship positive – and it shows you’re thinking long-term.
Popular Questions
Below are common questions we get asked about this topic.
Can I decline a job offer after initially accepting it?
Yes, but act quickly. Be honest, polite, and apologize for any inconvenience. Your reputation matters.
Should I call or email to decline a job offer?
Email is standard, especially if you need to craft the message carefully. If the process was very personal, a phone conversation can be respectful — followed by a written confirmation.
What if I want to work for the company in a different role later?
Let them know! Mention your interest in future opportunities and stay in touch. It helps keep a positive relationship.
How do I decline a job offer if the salary is too low, but I’m open to negotiation?
Say something like, “The offer is below my salary expectations, but I’d be open to discussing if there’s room for flexibility.” This opens the door without sounding negative.
Final Takeaway
You don’t need to say “yes” to every offer. But how you say “no” matters.
Whether it’s about work life balance, better alignment with your career goals, or realizing the job title isn’t right — declining a job offer is normal. Just make sure you’re clear, kind, and quick.
Say thanks. Keep it short. And always leave the door open.
