Turning down an offer quickly and politely protects your reputation and keeps the door open for later. Fill in a few details to get a short, gracious email.
Your email
Subject:Declining the offer for [Job title in the offer] — [Your name]
Dear [Recruiter's or HR contact's name],
Thank you for offering me the position of [Job title in the offer] at [Company name], and for the time you and the team spent with me during the interviews.
After careful thought, I have decided to accept another offer, so I must respectfully decline this one. [A short reason]
This was not an easy decision. I enjoyed learning about [Company name] and meeting the team, and I hope our paths cross again.
Thank you again for your time and understanding.
Best regards,
[Your name]
Words in [brackets] are what you replace. The generator above fills them in for you.
Accepted another offer
Subject: Declining the offer for [Job title in the offer] — [Your name]
Dear [Recruiter's or HR contact's name],
Thank you for offering me the position of [Job title in the offer] at [Company name], and for the time you and the team spent with me during the interviews.
After careful thought, I have decided to accept another offer, so I must respectfully decline this one. [A short reason]
This was not an easy decision. I enjoyed learning about [Company name] and meeting the team, and I hope our paths cross again.
Thank you again for your time and understanding.
Best regards,
[Your name]
Role not the right fit
Subject: Declining the offer for [Job title in the offer] — [Your name]
Dear [Recruiter's or HR contact's name],
Thank you for offering me the position of [Job title in the offer] at [Company name]. I appreciate the time you and the team took to meet me and explain the role.
After thinking it over carefully, I have decided that the role is not the right fit for me at this stage, so I must respectfully decline the offer. [A short reason]
I am sorry to give you this news, and I wish you every success in finding the right person for the role.
Best regards,
[Your name]
Keep the door open
Subject: Declining the offer for [Job title in the offer] — [Your name]
Dear [Recruiter's or HR contact's name],
Thank you very much for offering me the position of [Job title in the offer] at [Company name]. After a lot of thought, I have decided to decline the offer at this time. [A short reason]
I was impressed by [Company name] and by the people I met during the process, and I would be glad to be considered for suitable roles in the future. I hope we can stay in touch.
Thank you again for your time and for the confidence you have shown in me.
Best regards,
[Your name]
Tips
Decline as soon as you have decided. The company may have other candidates waiting for an answer.
If you have been talking to the recruiter by phone, a short call before the email is a courtesy. Send the email afterwards for the record.
You don't need to give a detailed reason, and you don't need to name the other company or its pay.
Thank them and keep it positive. Recruiters move between companies, and you may meet the same people again.
If a higher salary would change your mind, send a salary negotiation email instead. Once you decline, an offer is rarely reopened.
Frequently Asked Questions
How do I politely decline a job offer?
Thank the recruiter for the offer and their time, say clearly that you are declining, give a short reason if you want to, and wish them well. Four or five sentences are enough.
Do I have to give a reason for declining an offer?
No. A short, honest reason, such as accepting another offer, is courteous but optional.
Can I decline an offer after accepting it?
You can, but tell the company as early as possible, by phone and in writing, and apologise for the change. Read anything you have signed, such as a joining bonus agreement, in case it has conditions.
Will declining an offer hurt my chances with the company later?
A prompt, polite decline rarely does. Recruiters tend to remember candidates who handled it well. The "Keep the door open" style also asks them to keep you in mind.