How to Decline a Job Offer: Polite Templates and Tips

Turning down a job offer feels awkward, even when you're completely sure. Someone has spent time reading applications, interviewing and getting approval to hire, and now you're about to say no. The good news is that employers hear this all the time, and a clear, kind and prompt reply leaves a good impression. The advice below follows what career advisers quoted in published guides from Coursera, NerdWallet and others tend to agree on: respond quickly, say thank you, be direct, keep your reasons short and leave the door open.

I've also written some short templates for the situations people ask about most. They're examples, so adjust the wording to suit you. If you're still weighing the decision, my article on what to think about before accepting an offer may help you decide whether it's a no or a maybe.

Decide first: is it a clear no, or a not-yet?

Before you write anything, check that you really want to decline. Career advisers quoted in the guides I read suggest not reacting on the spot. Take a little time, then decide.

• Write down what's pulling you away: the role, the team, the location, the hours, the direction of the company or a better offer elsewhere.
• Ask yourself whether anything could change your answer. If one point is the sticking point, a polite question about it might be worth asking before you say no.
• Look at the offer terms again, in writing, so you're not deciding from memory.
• Talk it through with someone you trust, such as a mentor or a friend who knows your field.

If the answer's still no, move quickly. The employer may have other candidates waiting, and the sooner you reply, the kinder it'll be for them.

How soon should you decline a job offer?

As soon as you've made up your mind. Advisers cited in the guides say to respond promptly so the employer can go back to other candidates. If you've been given a deadline, answer before it. If you need more time to decide, it's reasonable to ask politely for an extra day or two, but don't leave the employer waiting without a word.

Phone call or email: which works better?

Both are acceptable, and the right choice depends on how far the process has gone.

Situation	Good approach	Why
You've only had a brief process and few conversations	A short email	It's quick, clear and gives them something in writing
You've spoken at length with the hiring manager	A short call, then a confirming email	It shows respect for the time they've given you here
You verbally accepted and then changed your mind	A phone call straight away, then an email	The employer may already have started preparing for your arrival
A recruiter or agency handled the offer	Tell the recruiter first, then thank the hiring manager	The recruiter needs to know before anyone else

What to say when you decline a job offer

A good message has five parts, and it rarely needs more than a handful of sentences.

1. Thank them, and name the role.
2. State your decision plainly. Don't make them read between the lines.
3. Give a brief, neutral reason if you want to. You don't have to.
4. Say something positive about the team or the process.
5. Leave the door open, and wish them well.

You don't owe a long explanation. If you do give a reason, keep it kind and truthful, and don't criticise the company or the people in it.

Job offer decline templates

These are invented examples to adapt. Change the names and details so they sound like you.

You've accepted another offer

Subject: Your offer for the Project Coordinator role

Dear Helen, thank you for offering me the Project Coordinator position, and thank you for the time you and the team spent with me. After careful thought, I've decided to accept another opportunity, so I'm unable to accept your offer. I enjoyed meeting everyone and wish the team every success. I'd be glad to stay in touch. Kind regards, Jamie Carter

The role isn't the right fit

Dear Raj, thank you very much for offering me the Customer Success Manager role. I've given it serious thought, and I've decided it isn't the right fit for me at this stage of my career. I'm grateful for your time and for how well you looked after me during the process. I wish you all the best in finding the right person. Best wishes, Alex Morgan

You've decided to stay where you are

Dear Sophie, thank you for the offer of the Operations Lead position. I was flattered and enjoyed our conversations. After much thought, I've decided to stay in my current role. I really appreciate your confidence in me and hope our paths cross again. Warm wishes, Chris Taylor

You've verbally accepted and need to withdraw

Start by calling. Then confirm in writing: Dear Mark, thank you for speaking with me earlier. As we discussed, I'm very sorry to say I need to withdraw my acceptance of the Marketing Executive role. I know this is difficult timing and I appreciate your understanding. I'm happy to help in any way I can to make this easier for your team. Kind regards, Nina Patel

Advisers quoted in the guides say this is the hardest version, because the employer may have started onboarding steps. Tell them immediately, speak to them directly if you can, and be sincere.

How to keep the door open

• Say you valued meeting the team and would welcome future contact.
• Connect with the hiring manager on a professional networking site, if it feels natural.
• If you know someone who'd be a strong fit, you can offer to pass the role on to them, after asking that person first.
• Don't make promises you won't keep, such as saying you'll reapply when you know you won't.

Mistakes to avoid when you decline a job offer

• Ghosting. Silence is the one response that can damage your reputation.
• Waiting until the last minute, which makes the employer's job harder.
• Over-explaining, or criticising the company, its people or its process.
• Being vague, so the employer isn't sure whether you've said no.
• Telling people at the company before you've told the hiring manager.
• Sending the message without checking the name and job title.

What if the employer pushes back?

Sometimes the employer will ask whether anything could change your mind. Listen politely and decide whether it affects your reasons. If you'd already thought it through and your answer's the same, repeat it warmly and firmly: I appreciate the offer to discuss it, but I've made my decision. You don't have to justify it further. If your contract, a start date or a notice period at your current job is involved, check your contract or employment terms, and ask HR or an employment adviser about your own situation.

Declining well is a useful skill. You'll meet the same people again more often than you expect, and a gracious no is remembered. If you want to feel more ready for your next conversation with an employer, take a look at my guide to answering interview questions with confidence.

Frequently asked questions

How do I decline a job offer politely?

Thank them, name the role, say clearly that you won't be accepting, keep any reason brief and positive, and wish them well. Respond promptly so they can move on to other candidates.

Should I decline a job offer by phone or by email?

Either is fine. An email is quick and leaves a record. If you've spoken at length with the hiring manager, or already accepted verbally, a phone call followed by an email is more considerate.

Do I need to give a reason for declining?

No. A brief, neutral reason such as the role not being the right fit, or having accepted another opportunity, is enough. Avoid criticising the company.

Can I decline a job offer after accepting it?

It's sometimes necessary, but it's difficult for the employer. Tell them immediately, preferably by phone, then confirm in writing. Check your contract or employment terms, and ask HR or an employment adviser about your own situation.

Will declining an offer hurt my chances with the company later?

Not usually, if you do it promptly and politely. Employers hear no regularly, and a gracious reply can keep the relationship positive for the future.