How to Decline a Job Offer (Email Examples & Tips)

Learn how to politely decline a job offer to maintain positive relationships and move forward confidently in your job search.

Learning how to decline a job offer professionally is an important career skill. Whether you accepted another role, changed your mind, or realized the position isn’t the right fit, declining a job offer the right way protects your reputation and keeps future opportunities open.

Recruiters and hiring managers remember candidates who communicate clearly and respectfully, and in a hiring landscape where candidate ghosting is increasingly common, a thoughtful response immediately sets you apart. Declining a job offer the right way protects your credibility and keeps future opportunities open.

As career experts, we’ve created a complete guide where you’ll find:

Advice for rejecting a job offer after accepting it
Step-by-step guidance on how to politely decline a job offer
Tips on how to turn down a job offer but keep the door open
An email template turning down a job offer you can copy and customize

How to Decline a Job Offer Step by Step

Follow this simple formula for declining a job offer in a polite and professional manner, so you don’t sound ungrateful or burn bridges along the way. Let’s dive in:

How to Write a Job Offer Rejection Letter

Step 1: Respond Promptly

The first rule for declining a job offer politely is to notify the employer as soon as possible after you've made your decision. Delaying your response can disrupt their hiring timeline by creating unnecessary uncertainty for the team.

Prompt communication demonstrates professionalism and shows that you respect their time. These are qualities that leave a positive impression, even when you’re declining the offer.

Step 2: Express Genuine Gratitude

Start your email declining a job offer by sincerely thanking the hiring manager for:

The work opportunity
Their time during interviews
The job offer itself

For example:

“Thank you so much for offering me the marketing manager position. I truly appreciate the time you and your team spent meeting with me and sharing more about the role and your company’s goals.”

Acknowledging the effort they invested in reviewing your application, scheduling interviews, and advocating for your candidacy is crucial for leaving a positive impression. It reinforces that your decision is about fit, not a reflection on their team or organization.

Step 3: Clearly State Your Decision

State your decision directly and politely. Avoid vague language like “I’m not sure this is the right fit,” which can leave the employer guessing or create unnecessary back-and-forth. A simple, clear statement prevents confusion and allows the hiring team to move forward efficiently.

Here’s an example of how to decline a job offer:

“After careful consideration, I’ve decided to decline the software engineer position. I sincerely appreciate the opportunity you’ve given me and the team’s attention during the hiring process.”

Step 4: Provide a Brief Reason (Optional)

You don’t need to over-explain when declining a job offer, but providing a reason helps the employer understand your choice without turning the email into a lengthy justification. Keep your explanation neutral and concise, focusing on the fit rather than any negatives about the company or team.

Common ways to phrase your reason include:

Accepted another opportunity: “I’ve decided to pursue another role that aligns more closely with my current career goals.”
Role not aligned with long-term goals: “After careful consideration, I’ve realized this position isn’t the right fit for my professional direction at this time.”
Compensation, location, or personal circumstances: “Due to personal considerations, I will not be able to accept the offer at this time.”

A brief, polite reason signals professionalism and leaves the door open for future opportunities.

Step 5: Keep the Door Open if Appropriate

Even when declining a job offer, it’s often wise to maintain a positive relationship with the employer. You never know when you might cross paths again—whether through a future role at the same company, professional networking, or industry connections.

Including a short, polite line expressing your desire to stay in touch demonstrates professionalism, gratitude, and forward thinking.

For example:

“I hope we can stay in touch and that our paths may cross again in the future.”

“I truly appreciate the opportunity and look forward to staying connected.”

Email Template for Declining a Job Offer (Copy & Customize)

If you’re unsure what to write, here’s a simple and effective email template you can use showing you how to politely decline a job offer:

Example

Subject: Job Offer – [Your Name]

Dear [Hiring Manager’s Name],

Thank you very much for offering me the [job title] position at [Company Name]. I truly appreciate the time and effort you and your team invested throughout the interview process.

After careful consideration, I’ve decided to decline the offer at this time, as I’ve chosen to pursue another opportunity that better aligns with my career goals.

I sincerely appreciate the opportunity and hope our paths cross again in the future.

Best regards,
[Your Name]

Continue preparing for future opportunities by writing a resume that’s better suited for the job opportunities you really want. LiveCareer’s Resume Builder can help you quickly create a polished, tailored resume so you’re prepared when the right role comes along.

Build My Resume

Tips for How to Politely Decline a Job Offer

Declining a job offer gracefully is about being respectful, clear, and forward-looking, so you leave a positive impression while protecting future opportunities. Here are some tips to help you make your response polite.

Dos: Handle It Professionally

Personalize your message. Mention something specific from your interviews or the company that you appreciated.
Use the right communication channel. For senior roles, a brief phone call followed by an email can feel more respectful than an email alone.
Be mindful of timing. Avoid declining on weekends or late at night; midday or early mornings on weekdays are ideal.
Consider internal referrals or connections. If someone referred you, let them know you won’t be taking the role and thank them for the referral.
Write a positive closing line. Even if you’re declining, end with a note that leaves a warm impression.

Don’ts: Avoid Common Mistakes

Don’t ghost the employer. Failing to respond harms your reputation and disrupts the company’s hiring process.
Don’t use generic templates without tweaking. A copy-paste response can feel impersonal and damage future rapport. Always tailor it to the role and your experience.
Don’t make it about money only. Framing your decline solely around compensation may come off as transactional and leave a bad impression.
Don’t burn networking bridges. Avoid harsh language or criticism that could impact future industry relationships.

Even if your experience with an employer wasn’t ideal, it’s important to take the time to decline a job offer professionally. About 40% of HR professionals report encountering candidate ghosting frequently—a practice that can harm your reputation in your local industry.

Sending a brief, polite email to let an employer know you’re no longer pursuing the role protects your professional relationships, avoids future awkwardness, and keeps doors open for opportunities down the line.

How to Reject a Job Offer After Accepting It

Turning down a job offer after you’ve already accepted is one of the trickiest situations in a job search, but sometimes it’s unavoidable. Whether a personal situation changes or a better opportunity arises, handling it thoughtfully is essential to avoid negative repercussions.

If you find yourself in this situation, follow these tips for backing out of a job offer:

Notify the employer immediately. Don’t wait; as soon as your decision is final, reach out. Prompt communication shows respect for their time and allows them to adjust their plans.
Apologize sincerely. Acknowledge the inconvenience your change may cause. A simple, heartfelt apology goes a long way toward preserving goodwill.
Keep your explanation brief and professional. You don’t need to justify your decision in detail. Focus on neutral, factual reasons rather than criticisms or complaints.
Maintain a respectful tone. Even if circumstances are complicated, avoid negativity. You want to leave the conversation as professional and positive as possible.

Here’s an example of a brief message for rescinding an accepted job offer:

“After further reflection, I need to respectfully withdraw my acceptance of the [job title] position due to a change in personal circumstances. I sincerely apologize for any inconvenience this may cause and appreciate your understanding.”

While rejecting an accepted offer can temporarily affect your relationship with that employer, being honest, prompt, and courteous helps reduce reputational risk and keeps the door open for future opportunities. Many hiring managers appreciate transparency, and handling it well demonstrates professionalism that can follow you throughout your career.

What Happens After You Decline a Job Offer?

Once you’ve sent your decline email, several things can happen, and knowing what to expect can help you feel more confident in your decision:

The employer responds with appreciation. Many hiring managers respect professionalism and prompt communication. A simple “thank you for letting us know” is common and helps keep your relationship positive in the future.
They offer the role to another candidate. Often, the most immediate next step is to simply extend the offer to another candidate—no big deal. Employers are prepared for this scenario, but a timely response allows the company to move forward without unnecessary delays.
In some cases, they might present a counteroffer. If compensation, benefits, or role responsibilities were your main concerns, some employers may try to negotiate to keep you. Consider carefully whether a counteroffer aligns with your long-term goals before making a decision.

Pro Tip

If an employer makes a counteroffer after you decline, pause and consider whether it truly aligns with your long-term goals. If you still decide to say no, thank them sincerely and explain your decision politely.

How to Stay Productive After Declining a Job Offer

Turning down a job offer doesn’t mean your job search ends. You have the opportunity to refocus and strengthen your path toward the right role. Here’s how to stay proactive:

Reflect on your priorities.

Revisit your career goals and fine-tune what the roles you really want are and the criteria they must meet for you to apply. Consider why you declined the previous job offer and write a mission statement about what you’re looking for next.
Update your application documents.

Update your resume to showcase your most recent achievements, and tailor your skills and qualifications to fit the specific role and industry you’re targeting. If you’re writing a cover letter, ensure it stands out by demonstrating your unique value, which in turn increases your chances of landing the right opportunity.
Keep networking.

Stay in touch with the contacts, mentors, and recruiters you connected with during the hiring process. Even if you decline an offer, maintaining these professional relationships can lead to future opportunities and valuable connections down the line.
Apply strategically.

Focus on roles that truly match your skills, experience, and long-term career goals. Keep track of your applications and follow up promptly to maintain momentum and ensure you’re positioning yourself for the right opportunities.

Fine-tune your job application strategy with LiveCareer’s Resume Builder to create a personalized resume in minutes. Type in your target job title and years of experience, and choose from dozens of ready-made content suggestions to build your resume. With preformatted resume templates that are easy to edit, you’ll have the most seamless and quick resume-writing experience.

Build My Resume

Frequently Asked Questions

What are common reasons for declining a job offer?

Common reasons people decline job offers include:

Accepting a better-aligned role
Career direction changes
Location or remote-work needs
Compensation or benefits concerns
A company culture mismatch

Regardless of the reason, responding promptly and professionally protects your reputation and keeps future opportunities open.

How do you politely reject a job offer via email?

To politely reject a job offer via email, start with a clear subject line like “Job Offer – [Your Name].” Keep the message brief (three to five short paragraphs), thank the employer, state your decision, optionally give a neutral reason, and close positively to maintain professionalism and future connections.

Can I decline a job offer after accepting it?

Yes, you can decline a job offer after accepting it, but you should do so immediately and professionally. Notify the employer promptly, apologize for any inconvenience, provide a brief neutral reason, and maintain a respectful tone to protect your reputation and preserve future opportunities.

How We Reviewed This Article

Over the past 15 years, we’ve helped more than 10 million job seekers build stronger resumes, discover their career paths, interview confidently, and boost their chances of finding the right job faster. Review our Editorial Policy to learn more about our process.