How do you decline a job offer politely?
Thank the employer, state your decision in the first two sentences, give a short reason or none, and close warmly. Send it as soon as you have decided. A clear no lets the employer move to their next candidate while that person is still available.
The University of Cincinnati's guide to politely declining a job offer says to "Aim to send a response within a few days, even if you're feeling conflicted about the decision." It lists four parts: thank the employer, state your decision clearly, keep the explanation short, and leave the door open for future contact.
Florida Gulf Coast University's career services page on accepting and declining offers adds that "You are not obligated to explain why you are declining the offer." It ends with a simple aim: decline graciously so you don't burn bridges.
Should you decline by phone or by email?
Email is fine for most offers, and a short call first is kinder after a long process or when you built a real relationship with the hiring manager. Either way, put the decision in writing so there is a clear record. If you call, send the email the same day to confirm what you said.
The Cincinnati guide says email is "acceptable for most situations and gives you time to choose your words carefully." After several interview rounds or a close working relationship, it suggests a brief call followed by a confirmation email.
FGCU's page is firmer about calling. It says "When declining an offer, do so with a phone call first, then follow-up in writing." If you are a student or recent graduate going through a campus career centre, follow that centre's rules, since they may expect a call.
Here is an example of what to say on the phone. Keep it under a minute.
"Hi Maria, thank you for calling me back. I wanted to tell you directly that I've decided to decline the analyst offer. I really appreciated the time you and the team spent with me, and this was a hard decision. I'll send a short email today to confirm. I'd be glad to stay in touch."
What reason should you give when you decline?
Give a short, true reason if it helps the employer, or none at all. "I've accepted another offer" and "the role isn't the right fit for me right now" are both enough. Avoid criticising the company, the team or the process in writing, even if the experience was poor.
FGCU's page says to "never say anything negative in writing about the employer, even if you had a negative experience." The Cincinnati guide agrees, and says to give critical feedback only if it is constructive and could help the employer.
The table below matches common reasons to a short line you can use. Each line is an example; pick the one that is true for you.
| Your real reason | What to say | What to leave out |
|---|---|---|
| You accepted another offer | "I've accepted another offer that fits my goals more closely." | The other company's name, unless they ask and you want to share it |
| The pay or package was too low after negotiating | "We weren't able to reach terms that work for me." | Pressure tactics or a new demand |
| The role isn't what you want | "After thinking it through, the role isn't the right fit for me right now." | A list of what was wrong with the job |
| Location, commute or schedule | "The schedule and commute don't work with my situation." | Private details about family or health |
| You are staying in your current job | "I've decided to stay in my current role." | Whether you used the offer to get a raise |
| You had a poor interview experience | "I've decided the role isn't the right fit." | Complaints about interviewers in writing |
If you turned down the offer only because of pay and you would take it at a higher number, say so plainly before you decline. The page on how to write a counter offer email covers that step, and the guide on how to negotiate salary covers what to ask for.
What does a job offer decline email look like?
A decline email is four or five sentences long. Use a clear subject line, thank them by name, say no in the first two sentences, give one short reason if you want to, and end by leaving the door open. Send it to the person who made the offer and copy the recruiter if both were involved.
FGCU's sample letter uses this wording for the main line: "I have received another offer which I believe more closely matches my current career goals and interests." The Cincinnati sample uses: "After careful consideration, I've decided to pursue another opportunity that aligns more closely with my goals."
Here is an example email for when you accepted another offer. Copy it and change the details.
Subject: [Job title] offer: [your name] Hi [name], thank you for offering me the [job title] role and for the time you and the team spent with me. After careful thought, I've accepted another offer that fits my goals more closely, so I'm declining your offer. I enjoyed learning about [specific project or team] and hope our paths cross again. Best wishes, [your name]
Here is an example for when you couldn't reach terms after negotiating.
Hi [name], thank you for working with me on the offer and for going back to the team on salary. I've thought carefully about the final package, and it doesn't work for my situation, so I'm going to decline. I appreciate how open you were through the process, and I'd be glad to stay in touch. Best, [your name]
Here is an example for when you're staying in your current job.
Hi [name], thank you for the offer for the [job title] role. I've decided to stay in my current position, so I'm declining. I enjoyed meeting [names] and would welcome hearing from you about future roles. All the best, [your name]
How do you withdraw before you get an offer?
If you know you won't accept, withdraw as soon as you know, even if the process is still running. Thank the recruiter, say you are withdrawing from consideration, and give a short reason if you like. This saves the team from scheduling more interviews for you.
FGCU's sample withdrawal letter says "I respectfully withdraw from consideration for your position." Its page also says "Accepting a job offer ethically obligates you to cease job search efforts," and that you should notify other employers promptly once you decide.
Here is an example email to withdraw from a process.
Hi [name], thank you for moving me forward for the [job title] role. I've accepted a position elsewhere, so I'm withdrawing from consideration. I appreciated the conversations with [names], and I'd be glad to stay in touch. Best, [your name]
What if you already accepted and need to decline?
Tell the employer as soon as you know, by phone and then in writing, apologise for the trouble, and keep the explanation brief and true. Backing out after accepting, often called reneging, can strain your relationship with that employer, and some campus programs set penalties for it. Check your signed offer for any conditions before you call.
The Cincinnati guide notes that "It's better to decide before accepting, but sometimes circumstances change." If you must decline after accepting, it says to contact the employer as soon as possible, apologise for the inconvenience and briefly explain your situation.
Campus programs can be strict. The University of Waterloo's co-op rules on job withdrawals define a renege as breaking "a commitment to an accepted co-op job offer before the first day of work." Students who renege are not eligible to earn co-op credit for that work term and lose full-time equivalent student status for that term. Waterloo strongly encourages students to speak with a co-op advisor before making that decision.
NACE, the US association for college recruiting, has a case study on reneging reviewed by its 2024 to 2025 ethics committee. It says "Certainly, tight offer deadlines can increase offer reneges," and that career staff find "no two circumstances are alike." It recommends that career centres listen first and avoid retaliating against the student.
Here is an example email to follow your phone call.
Hi [name], thank you for speaking with me today. As I explained, [one-line reason, such as a family move or a change in circumstances] means I can no longer join [company] on [start date]. I'm sorry for the trouble this causes the team, especially after the time you put into hiring me. I'm happy to sign anything you need to close the file. Sincerely, [your name]
What should you do after you decline?
Withdraw from anything you no longer need, update your own records, and keep the contact. Connect with the hiring manager on LinkedIn if you got on well, with a short note. A gracious decline leaves you a warm contact if a better-fitting role opens there later.
If you have two offers and haven't decided yet, the guide to comparing job offers and the page on total compensation vs salary help you weigh them. The page on how to respond to a job offer covers the first reply, asking for time and accepting.
To keep the relationship going, the networking email templates include a reconnecting note you can adapt in six months. If you're still searching, the free job match tool checks every requirement in a posting against your resume and gives a score out of 10, which helps you decide where to apply next.