How to politely decline a job offer

Receiving a job offer feels great, it means your skills stood out. But sometimes, the best career move is saying no.

Whether the role isn’t right, another opportunity came along, or your circumstances changed, knowing how to decline a job offer politely matters.

Handled well, it shows professionalism, protects your reputation, and keeps the door open for future opportunities. Handled poorly, it can undo weeks of positive impression.

This guide walks through everything you need, from what to include in your email to polite decline templates, timing tips, and common mistakes to avoid.

What to include in your decline letter or email

A well-written decline email is short, clear, and respectful. It confirms your decision while showing gratitude for the offer and consideration for the hiring manager’s time.

Here’s what to include when writing yours:

1. A clear subject line

Make it easy to identify your message. Something like:

• “Re: Job Offer – [Your Name] – [Position]”
• “Offer Decline – [Your Name]”
• “Regarding the [Job Title] Offer”

Keep it professional and to the point.

2. A formal salutation

Address your contact directly, ideally the hiring manager or recruiter who extended the offer.

Use their name if you have it:

“Dear Ms. Rivera,” or “Hi Jordan,” (depending on your previous tone of communication).

Avoid generic greetings like To whom it may concern.

3. A direct statement of decline

Get to the point early. State that you’re declining the offer. This removes ambiguity and helps them move forward quickly with other candidates.

Example:

“Thank you for offering me the [Job Title] position at [Company]. After careful consideration, I’ve decided to decline.”

4. A sincere thank-you

Always acknowledge the time, effort, and interest they’ve shown in you. This shows respect and professionalism, even if you didn’t love the interview process.

Example:

“I truly appreciate the opportunity to meet the team and learn more about [Company]. It was a pleasure discussing how I could contribute.”

5. A brief reason (optional)

You’re not obligated to give a reason, but it can be helpful if you want to maintain a relationship. Keep it short, neutral, and positive.

Example reasons:

• “I’ve accepted another opportunity that aligns more closely with my long-term career goals.”
• “After much thought, I’ve decided to remain in my current position.”
• “The role isn’t the right fit for me at this stage of my career.”

Avoid overexplaining or criticizing the offer. You can be honest without being blunt.

6. A positive closing

End on a gracious note; wish them success, and if it feels appropriate, suggest staying in touch.

Example:

“I wish you and the team continued success and hope our paths cross again.”

If you connected well during the process, it’s perfectly fine to add:

“I’d love to stay in touch on LinkedIn.”

7. A professional sign-off

End with your full name, and if relevant, your LinkedIn profile or contact details.

Example:

Best regards,

[Your Name]

[LinkedIn URL]

Professional and polite email templates

If you’re unsure how to structure your message, use one of these templates depending on your situation.

Template 1: Short and polite

This works when you want to decline quickly and professionally, without giving details.

Subject: Job Offer – [Your Name] – [Position]

Dear [Hiring Manager’s Name],

Thank you for offering me the [Job Title] position at [Company]. After careful consideration, I’ve decided to decline.

I appreciate the opportunity and the time your team spent with me during the interview process. I wish you continued success in finding the right candidate.

Best regards,

[Your Name]

Template 2: With a brief reason

Use this when you’d like to include a short, positive explanation.

Subject: Offer Decline – [Your Name]

Hi [Hiring Manager’s Name],

I want to sincerely thank you for offering me the [Job Title] position. I enjoyed learning more about [Company] and meeting the team.

After thoughtful consideration, I’ve decided to accept another opportunity that aligns more closely with my long-term goals.

I’m grateful for your time and the chance to interview. Wishing you and your team continued success.

Kind regards,

[Your Name]

Template 3: Declining after negotiating or considering a counter-offer

If you’ve been in discussions about salary or benefits, it’s especially important to stay courteous and appreciative.

Subject: [Job Title] Offer – [Your Name]

Dear [Hiring Manager’s Name],

Thank you for your time and for considering my requests during the offer process. I truly appreciate your flexibility and thoughtful communication.

After evaluating my options, I’ve decided to pursue a different opportunity that’s a better fit for my current career goals.

It was a pleasure getting to know you and the team, and I wish [Company] all the best.

Sincerely,

[Your Name]

Template 4: Declining an internal job offer

Declining an internal move requires extra tact; you’re staying in the same organization, so maintaining strong relationships is key.

Subject: [Internal Role] Opportunity

Hi [Manager’s Name],

Thank you for considering me for the [Internal Position]. I’m grateful for your confidence in my skills and for the time you spent discussing the opportunity.

After reflecting on my current responsibilities and future goals, I’ve decided to stay in my current role for now. I’m excited to continue contributing to the team and appreciate your support.

Thank you again for the opportunity.

Best,

[Your Name]

Key considerations before declining

Before sending your email, pause and double-check a few important points. Once you decline, it’s final, so make sure you’re confident in your decision.

Review the full offer

Read through the compensation, benefits, remote options, growth potential, and culture. If something’s unclear, ask before declining. Sometimes, there’s room to adjust the offer to fit your needs.

According to a survey by CareerBuilder, 73% of employers say they would negotiate salary on an initial offer, yet 55% of workers never ask. Many candidates hold back because they feel uncomfortable discussing money, worry about losing the offer, or fear appearing greedy.

The takeaway? If the role interests you but one element isn’t right (whether that's due to compensation, PTO, or flexibility) have the conversation before walking away. Most employers expect it, and handling it professionally can lead to a stronger offer or a clearer decision.

2. Understand your reasons

Be clear with yourself about why you’re declining, not necessarily to explain it, but to avoid second-guessing later.

Common reasons include:

• Another job offer with better alignment
• Salary or benefits that don’t meet expectations
• A culture or work-life balance mismatch
• Commute or location challenges
• Personal circumstances changing

Knowing your “why” helps you communicate with confidence and without apology.

3. Act quickly

Timing is everything. Respond as soon as you’ve made your decision, ideally within a few days of receiving the offer. Delaying creates uncertainty for the employer and may affect their hiring timeline.

If the company gave you a deadline, respect it. Even if you’re waiting on another offer, communicate openly:

“Thank you again for the offer. I’m currently in the final stages of another process and would appreciate a few days to make an informed decision.”

4. Choose your medium wisely

Email is the most professional and efficient way to decline. It provides a written record and gives the hiring team time to process without putting anyone on the spot.

If you’ve had a personal connection (multiple interviews, direct conversations with senior leaders), you might follow up with a short phone call afterward. A simple “thank you” goes a long way.

Common mistakes to avoid when declining a job offer

Even professionals sometimes fumble the decline. Here’s what to avoid:

• Waiting too long to reply: Prompt communication shows respect.
• Being vague or informal: Say clearly that you’re declining the offer.
• Overexplaining: You don’t need to justify your decision in detail.
• Giving negative feedback: Keep it positive, this isn’t the place for criticism.
• Ghosting the employer: Always respond, even if you’re uncomfortable saying no.

A polite, timely email protects your professional reputation and keeps the relationship intact.

Declining the offer (and doing it right)

Learning how to politely decline a job offer is a small but powerful professional skill. It reflects self-awareness, emotional intelligence, and respect for others’ time.

Say thank you, be direct, and close on good terms. That’s how you decline with grace and keep your professional network strong for the next opportunity that’s truly right for you.

Declining a job offer FAQs

How to politely turn down a job offer without burning bridges

Be brief, appreciative, and professional. Thank them for the offer, state your decision clearly, and wish them success. Avoid going silent; ghosting damages your reputation and can follow you later in your career.

Should I give a reason for rejecting a job?

It’s optional, so it’s up to you. You can decline politely without explanation. If you choose to share a reason, keep it broad and positive. For example, “I’ve accepted another offer that’s a better fit for my long-term goals.”

How do you say you're no longer interested in a job interview?

Be upfront and respectful. A short email works:

“Thank you for considering my application. I’ve decided to withdraw from the interview process, but I appreciate the opportunity to learn more about the role.”

Always close on a positive note.

Can I accept a job offer and then turn it down?

Yes, but timing and transparency matter. Once you’ve made your decision, let the employer know right away. A quick, honest message protects your reputation and helps the company move forward. Apologize for the inconvenience, thank them for the offer, and explain briefly if you’re comfortable doing so.

You’re not alone if you’ve had second thoughts after accepting. According to Gartner HR Research, 59% of candidates who recently accepted a job offer say they would make the same decision again, down from 83% in 2021. Nearly half of candidates surveyed said they remained open to other offers, and 44% admitted to backing out of an offer after initially accepting, often because a better opportunity came along.

It’s not ideal, but being upfront protects your reputation and leaves the door open for future opportunities — something ghosting never will.

Can I decline and ask about future opportunities?

Absolutely. Many hiring managers respect candidates who know what they want and communicate clearly. You can add a simple line such as:

“I’d love to stay in touch in case a future role aligns more closely with my skills.”

Is it unprofessional to turn down a job offer?

Not at all. It’s a normal part of professional life. What matters is how you handle it. Declining with courtesy and gratitude shows integrity, which are traits that employers remember.