How to Decline a Job Offer (With Polite Examples)

Job offers can be a great opportunity for you to start a new role and a new adventure. But sometimes, the offer you get is just flat out insulting. Or maybe you just accepted another offer a lot faster. Ultimately, you’re going to have to decline a job offer that isn’t right for you. As always, you won’t want to burn bridges between yourself and the company because you never know where roads will lead you. This blog post will explore how to decline a job offer and includes email examples you can use that are polite and professional.

How to Decline a Job Offer

1. Show appreciation

When declining a job offer, you want to show some appreciation that an offer has been made. Even if you find the offer insulting because the company low-balled you, it’s important to remember that sometimes company budgets don’t allow for as high a salary as you may be expecting. It may not be a personal reflection of you, but merely a reflection of what the company can afford. So, even if there’s something off about salary, the company, or anything you experienced during the interview process, it’s important to show some gratitude and appreciation for the fact that out of all the candidates they interviewed, they liked you best. And that’s the positive thing to remember. You are a great candidate. So, tell them thank you for the opportunity and the offer but at this time you’re going to have to decline.

2. Give a direct reason

When it comes to the rejection, you’re going to have to be direct and honest. You don’t want to be too specific with the reason you gave, but give them enough context to help them understand what went wrong. For example, if you got a better job offer somewhere else, you’d say that rather than going into specifics about how high or low the salary was in comparison. If you found the interviewer rude or disrespectful during the process, you’d say that the company doesn’t seem like a good culture fit rather than starting a fight in the rejection process. Overall, you’ll give phrases like, “it doesn’t align with salary expectations,” “it isn’t a good culture fit for me,” “I need something with a bit more work-life balance right now,” “I’ve made the decision to stay at my current job” or “After learning more about what the role entails, I don’t think this role is right for me.”

3. Offer to stay in touch

When it comes to turning down a job offer, it’s important not to burn any bridges with the employer. You never know when another opportunity that’s better suited to you will appear or when the hiring manager takes on another role and thinks of you. Ultimately, you want to end on favorable terms, so offer to stay in touch. And if you know someone who could be a good fit for the role you’re turning down, you might tell them about them and say, “I actually used to work with someone who this role seems perfect for, you should try reaching out to them on LinkedIn if you’re still looking for great candidates.” That way, you’re showing that you still care about their success while looking out for yourself.

How to Decline A Job Offer Examples

1. You accepted another job offer

​Dear Tracey,

I hope this message finds you well. I would like to express my sincere gratitude for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to accept another job offer that more closely aligns with my career goals and personal aspirations.

It was a pleasure learning about ABC Company and meeting your wonderful team. I truly appreciate the time and effort you and your team invested in the interview process.

Thank you once again for your understanding and for considering my application. I hope our paths may cross again in the future.

Warm regards,

Nicole

2. The offer is too low

Dear Tracey,

I hope this message finds you well. I want to express my gratitude for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to decline the offer.

While I am excited about the opportunity to work with ABC Company, the salary offered does not meet my financial expectations. Unfortunately, this makes it difficult for me to accept the position at this time.

I truly appreciate the time and effort you and your team invested in the interview process and your consideration of my application. I hope we may have the opportunity to work together in the future under different circumstances.

Thank you once again for your understanding.

Warm regards,

Nicole

3. The role isn’t right for you

Dear Tracey,

I hope this message finds you well. I want to thank you for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to decline the offer.

While I am impressed with ABC Company and the team, I have come to the conclusion that the role is not the best fit for my career aspirations and professional goals at this time.

I truly appreciate the time and effort you and your team invested in the interview process and for considering my application. I hope there might be future opportunities where our paths may align better.

Thank you again for your understanding.

Best regards,

Nicole

4. You’ve decided to stay at your current job

Dear Tracey,

I hope this message finds you well. I am writing to extend my sincere gratitude for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to remain in my current position and, therefore, must decline the offer.

This decision was not made lightly, as I am very impressed with ABC Company and the opportunities it presents. However, after further reflection, I believe staying with my current employer is the best decision for me at this time.

I appreciate the time and effort you and your team invested in the interview process and your understanding of my decision. I hope we might have the chance to work together in the future under different circumstances.

Thank you once again for your understanding.

Warm regards,

Nicole

5. The location isn’t ideal for you

Dear Tracey,

I hope this message finds you well. Thank you very much for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to decline the offer.

While I am very impressed with ABC Company and the team, I have decided to pursue opportunities that offer remote work options, as the location of this role is not convenient for me at this time.

I appreciate the time and effort you and your team invested in the interview process and your understanding of my decision. I hope we might have the opportunity to work together in the future under different circumstances.

Thank you once again for your understanding.

Best regards,

Nicole

6. It isn’t a culture fit

Dear Tracey,

I hope this message finds you well. Thank you very much for offering me the Marketing Manager position at ABC Company. After careful consideration, I have decided to decline the offer.

While I am very impressed with ABC Company and the opportunities it presents, I have come to the conclusion that the company culture is not the best fit for me. I believe it is important to find a role where I can thrive in the work environment and contribute effectively to the team.

I truly appreciate the time and effort you and your team invested in the interview process and for considering my application. I hope there might be future opportunities where our paths may better align.

Thank you once again for your understanding.

Best regards,

Nicole

How to decline a job offer after accepting it

1. Give immediate notification

If you’re declining a job offer after you’ve already accepted it, you need to tell your new employer right away. Maybe you got a way better offer a couple of days later and you’re about to start your new job, you need to tell them quickly so they can restart the job search process again or reach out to other runner-up candidates on their list. Once you know for sure you won’t be working at this company, you should send them an email to let them know you’re declining the offer. Avoid waiting until the last minute to prevent any issues. Of course, you’ll want to wait for confirmation that you’ve got a better offer in hand, but don’t delay in letting them know.

2. Be polite and give a reason

The hiring manager is going to be bummed about this declined offer, especially if you already agreed to it. They’re so excited to have you on board. And in some cases, they’re excited to wrap up that long search to find someone as qualified and epic as you. When you reject them, have heart. Explain to them that you were so excited to join their team but that another opportunity has presented itself that you can’t refuse. If you’re trying to get them to bump their rate, do so with caution because it can be a negative experience to a happy time. Alternatively, if you’re set on accepting the new offer instead, you’ll want to state that your decision is firm and negotiation isn’t an option should they counter.

3. Express regret

It’s kind to express regret about the opportunity that could’ve been. Showcasing that it’s difficult for you to make this decision shows that they were a great company but something different fell into your lap. You’ll want to illustrate that they weren’t a back-up option but a company you truly wanted to join. Letting them down easy will help prevent burning bridges or upsetting the hiring manager. You might write something like, “This is difficult for me to say as I was really looking forward to join your team but I will no longer be able to join ABC Company,” or “I regret to inform you that I will no longer be able to join ABC Company.”

4. Be firm about what you want

If you’re tiptoeing on your reasons why you’re rejecting the job, be firm instead. For example, if you’re rejecting the role because you’ve got a bad vibe about the company, and they counter with more money, rather than going back and forth with them just be clear at the outset about what it is you want or need. For example, tell them what you want from them and if you’re open to negotiation. If you’ve made up your mind, you won’t want to hear a counter from them and you should make that clear. You might say something like, “I really appreciate the counter offer you’ve made, it makes me feel so appreciated by you. Unfortunately, there were other factors in my decision making process that are pulling me in a different direction.”

5. Offer help finding the next candidate

If you know someone else who would be a better fit for a job, you might bring it up when you decline a job offer. You don’t need to do this. However, it’s polite to let them know that you’re thinking of helping them meet their needs. Maybe they had other great candidates to fall back on. But just in case, you can put in a good word for someone you know who may be a better fit for the company, role, or who better aligns with their salary expectations.

6. Avoid negative comments

No one likes hearing no, especially after a long job search. Avoid making any negative comments during your offer declining email. Don’t say anything negative about the hiring manager, company, or interview process. Keep it all positive. In the event that you interact with a toxic recruiter or hiring manager, don’t respond to any negative emails. For example, if they respond to you rudely, don’t respond back to them. Just let them say their mean comments and move forward. You dodged a bullet by not joining them, no point in starting a war with someone you don’t want in your life anyways.

How to decline a job offer after accepting it examples

Email 1

Dear Tracey,

I hope this message finds you well. I am writing to inform you that, after much deliberation, I have decided to withdraw my acceptance of the Marketing Manager position at ABC Company.

This decision is based on personal reasons that I did not anticipate when I initially accepted the offer. I apologize for any inconvenience this may cause and appreciate your understanding.

Thank you for the opportunity and for the kindness shown during the interview process. I hope there might be a chance to work together in the future under different circumstances.

Best regards,

Nicole

Email 2

Dear Tracey,

I hope this message finds you well. I am writing to express my gratitude for the Marketing Manager position at ABC Company, which I recently accepted. However, I have since received another offer that I believe aligns more closely with my career goals and personal aspirations, and I have decided to pursue that opportunity.

This was a difficult decision, and I apologize for any inconvenience this may cause. I appreciate the time and effort you and your team invested in my application and interview process.

Thank you for your understanding, and I hope our paths may cross again in the future.

Warm regards,

Nicole

Email 3

Dear Tracey,

I hope this message finds you well. I am writing to let you know that, due to unforeseen personal circumstances, I must withdraw my acceptance of the Marketing Manager position at ABC Company.

This decision was not made lightly, and I sincerely apologize for any inconvenience it may cause. I appreciate the opportunity you offered and the kindness shown during the interview process.

Thank you for your understanding, and I hope there may be future opportunities for us to work together.

Best regards,

Nicole

Tips for turning down a job offer

1. Tell them quickly

When it comes to turning down a job offer, you want to tell them quickly. As soon as your mind is made up or you have another better offer in hand, make the swift rejection. Don’t draw it out as it’ll only cause more stress for the hiring manager who’s probably got other stuff on their plate. As soon as you know it’s a no, let them go.

2. Be honest

While you don’t want to tell them your life story or go into detail about why you’re declining the job offer, you want to give a brief and honest response as to why it’s a pass for you. The response could be a one-line sentence that explains why you’re not interested in the role. You don’t need to give further details beyond that though. It’s a simple, “not a culture fit,” “another opportunity presented itself,” “the offer doesn’t align with my salary expectations,” and so on.

3. Showcase gratitude

Being grateful for the offer is a nice thing to do, even if it isn’t a good fit for you. Someone took the time to interview you, create an offer for you, and let you know that you were the best candidate they saw. It’s always wonderful to know that people see the best in you. Even if it doesn’t work out.

4. Stay in touch

After declining a job offer, stay in touch with the hiring manager or recruiter on LinkedIn. When they post jobs, you can leave comments to tag someone you know who could be a good fit or say a kind word about what interviewing with them was like. This will help keep you top of mind down the road when there are better salaries, positions, or companies that they can offer to you.

5. Use Huntr

If you’re stuck on how to decline a job offer, you can use Huntr’s email template generator to whip up an email to tell a hiring manager that you’re declining a role. Huntr has AI-generated email templates for accepting, rejecting, and negotiating job offers. They also have templates you can send throughout the email process. If you need help creating an email to reject a job offer, you can sign up for Huntr today.