How to politely decline a job offer: advice and email templates

It's never easy to say no to a job offer, but sometimes it's necessary. Maybe the position isn't a good fit for you, or the salary isn't what you were hoping for.

Whatever the reason, knowing how to decline a job offer in a professional way will make the process easier – and prevent you from damaging your relationship with the potential employer.

Here are some tips on how to reject a job offer politely, along with some email templates. We’ll run through:

• Declining a job offer step by step
• Email templates to politely decline a job offer
  • If you’ve accepted another job offer
  • If the job isn’t the right fit for you
  • If the salary doesn’t meet your expectations
• Summary

The key to declining a job offer politely is to be respectful, while being honest about your reasons for turning down the offer.

Here’s how to do it:

Before rejecting a job offer, take some time to think about it. It's OK to reach out to the company and ask questions if you’ve got any doubts about the position before you make your final decision.

Consider how this job opportunity fits into your long-term career goals, and if you’d benefit from accepting it. Also, think about the potential consequences of turning down this offer and whether you'll regret your decision.

Changed your mind? We’ve also got advice on how to accept a job offer.

Once you’ve weighed up the pros and cons and have come to a decision, let the potential employer know.

The longer you wait to answer, the more time and effort they’ll have invested in you. Other interested candidates will potentially take other offers if you delay, which would leave the employer in a difficult position and result in a negative impression of you. The sooner you let them know, the better.

No matter what your reason for declining the job offer is, show appreciation for being considered for the role. Let the employer know that you’re grateful for their time and thank them for offering you the position.

Showing appreciation will leave a good impression and make sure that the employer remembers you positively. You never know – a role that’s a good fit for you might come up at that same company in the future.

Briefly say why you’re declining the offer.

Explain your decision politely without getting into too much detail. For example, simply tell them that the job isn’t the right fit for your skillset. Don’t make negative comments about the company.

Giving a reason helps the employer understand your reasoning. Plus, employers will know if there’s an issue in their recruitment process. For example, if you decline the job because it requires relocation, they’ll know that they need to mention this information earlier in the hiring process.

If you think you’ll benefit from staying in touch with the employer, offer to do so.

It’s particularly wise to stay connected if you were seriously considering the position. By keeping in touch, you’ll be better placed if a future opportunity arises. Offer to connect on LinkedIn to keep your name on their radar. Even if you’ll never work for the company, it’s always good to have contacts in your industry.

Once you’re happy with your email, proofread it carefully before you send it.

Correcting any typos and grammar errors will make sure your message is clear and professional. You should also double-check the recipient's name and contact details so that they receive the email correctly.

Our "how to decline a job offer" examples below will help you craft your own respectful and typo-free response.

Now that you know how to decline a job offer, here are some email templates for different scenarios:

When applying for a job, you’re often talking to multiple companies at the same time. Sometimes this means you’ll receive more than one job offer. If you’ve accepted another offer, congratulations! But you’ll need to turn one of them down. This template will help you do just that:

Dear [name]

I’d like to thank you for considering me for the [job title] position. It was a pleasure to meet with you and learn more about the company.

After much consideration, I’ve decided to accept another job offer. While I was very interested in the opportunity and impressed with your organisation, I believe I should pursue this other opportunity at this time as it [better aligns with my career goals / is closer to home / provides me with more experience, etc.].

I’m truly grateful for the time and effort that you invested in me during this process and hope that our paths cross again.

I wish you all the best with filling this role and your continued success in the future.

Sincerely,

Sometimes, you’ll find that the job simply isn’t right for you. Be it due to the type of work, location, or any other factor, politely decline the job by sending a similar email:

Dear [name],

I’d like to thank you for offering me the [job title] position. It was an honour to be considered and I truly appreciate your interest in me.

After careful consideration of the offer, I regretfully must decline. Although the position is a great opportunity, I’ve decided that it’s not the right fit for me at this time due to personal considerations [explain in more detail here].

Once again, thank you for your offer and for giving me the opportunity to interview with your team. I wish you all the best in finding a successful candidate for the role.

Sincerely,

Finally, if you’re declining the job offer due to salary considerations, use this email template:

Dear [name],

Thank you for offering me the position of [job title]. I appreciate your consideration and am honoured that you chose me for the role.

After thoughtful consideration, however, I must decline this offer. Unfortunately, the salary isn’t in line with my expectations at this point in my career. While I know that working with you and your team would be a great experience, I must keep in mind my financial circumstances.

It was a pleasure getting to know more about you and the company. I hope that you’ll keep me in mind for future opportunities.

Wishing you the best in your search for the right candidate, and success in all your future endeavours.

Sincerely,

Declining a job offer is often difficult, but doing it politely means you’ll maintain a good relationship with the employer. You should always express your gratitude, explain why you won’t be accepting the offer, remain professional, and thank them for their time. If you follow these steps, you’ll be able to decline a job offer politely and professionally – and who knows, maybe you'll work together in the future.

In the meantime, continue to prepare for future job interviews to get the role that’s right for you. Our guide on how to prepare for an interview will help you on your way. Good luck!