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Decline job offer via email
January 27, 2019 1st Anniversary Wishes 1 comment

How to decline a job offer: 4 free sample letters/emails you can send to employers to turn down a job offer stress-free. Click to get started with our free email.

If you’re genuinely scratching your head over how to reject a job offer over email, then this is probably cause for celebration. Why? Because you’re literally one step away from getting hired (and not having to worry about starving)! So if you’ve made it this far, pat yourself on the back – you’re about to have a taste of victory after a tough job search.

For those of you who’ve gotten more than one confirmed job offer, here’s how you can decide between them. More importantly, we’re going to help you with how to reject a job offer over email with a few handy templates.

Before you learn how to reject a job offer, you need to figure out which offer is the one for you. Here are some factors to consider.

1. Career value

Between multiple job offers, you might have to consider which opportunity is going to maximise your potential for growth and learning. Unless, of course, you’re thinking of staying in the same position and rank for the rest of your life!

Figure out which job offer packs the most career value for you, and whether your future boss is open to the idea of helping you move up the ladder towards your professional goals.

2. Money matters

We might have been singing “It’s not about the money!” furiously back when Jessie J first stepped into our lives, but let’s face it, people: money does matter, and money matters are valid.

Think about what really works best for you: a job that pays enough for you to get by (so you can do something you really love), or getting a little more than enough so you can get some savings going.

3. Ease of lifestyle

If you live in Pasir Ris, would you take a job that demands a thousand-year long commute to Jurong West? Don’t answer that – we know the answer is no.

The best job for you shouldn’t inconvenience you too much, and that includes determining the time you have to get out of bed. If you’re rising too early or commuting for far too long, then you might want to pick another job.

4. Company values

Animal lovers would hate to find themselves working for a company that tests its cosmetic products on lab animals. If you believe strongly in something (whether it’s work ethic-related or otherwise), the boss you work for should also have similar values, if not the rest of the organisation itself.

This is something that’s ultimately personal and subjective to the individual, so have a good think about what really matters to you – and what you’re willing to close one eye for.

Still need help on deciding between job offers? Check out our other article here for fresh graduates.

How to reject a job offer politely over email [TEMPLATES]

Now, the main event: the email templates you’ve been waiting for! Feel free to take any for yourself, and remember to tell your friends about it.

1. If you really like the company (and want to keep doors open)

Hi <hiring manager>,

Thank you so much for getting back to me! I’m really appreciative of the offer and the opportunity.

However, I’m unable to accept at this time as another opportunity opened up to me at around the same time. I will not be moving forward with <company name> at this time, though I would love to keep the door open for future opportunities.

Thank you for considering my application at all. I hope we will work together in the future.

Yours sincerely,
<your name>

2. When you feel lukewarm about the company

Hi <hiring manager>,

Thank you so much for getting back to me! I’m really appreciative of the offer and the opportunity.

However, I’m unable to accept at this time as another opportunity opened up to me at around the same time. I will not be moving forward with <company name> at this time as I intend to explore <other aspect of job not offered here>.

Thank you for considering my application. Perhaps we will work together in the future. Wishing you and your team all the best.

Yours sincerely,
<your name>

3. You’re 100% certain you don’t want to pursue future opportunities with them

Hi <hiring manager>,

Thank you so much for getting back to me! I’m really appreciative of the offer and the opportunity.

However, I’m unable to accept at this time as another opportunity opened up to me at around the same time. I will not be moving forward with <company name> at this time as I intend to explore <other aspect of job not offered here>.

Thank you for considering my application. Wishing your company all the best.

Yours sincerely,
<your name>

Now that you’re equipped with these email templates, it’s time to learn how to say no. Remember: saying no or turning someone down isn’t a personal attack. It’s purely business – so stop sweating and start forming that email response.

Still on the lookout for an awesome job opportunity? Hop on our platform and explore today!

If you liked this article, check out other relevant stories on our blog:

It can be difficult deciding if you should decline a job offer, especially if you've been looking for a job for a while. Here's why and when you.

How to Decline a Job Offer

decline job offer via email

Why and How to Turn Down an Interview Invitation

By Susan P. Joyce

Not every job interview represents a good opportunity, but you don't need to make any enemies. So a graceful rejection is smart.

Sometimes rejecting an interview invitation is a good idea because the level, the commute, or the employer are not right for you now.

On the other hand, if you can do the interview without putting your current job at risk, my advice is to accept the invitation to interview, even when you are not particularly interested.


Particularly if this interview is a phone interview, the risk is less (assuming you don't take the call at work) and the reward may be substantial. So, turning down a phone interview many not be smart.

Discovering if you really want to work for an employer should be a major goal of every job interview.

If you turn down an interview invitation, you lose the opportunity to learn more about them and to expand your network by meeting people who work there.

However, sometimes turning down the opportunity is the best idea. Here's how to handle that...

Resist the Temptation to Ignore This Invitation

This may be your first reaction, and there is NO question that far too many employers ignore job applicants, quite rudely! So ignoring them feels like an appropriate response.

However, for many reasons, including maintaining your reputation as a professional and NOT burning any bridges in the future, being polite and professional is a very good idea.

The good news is that being professional may pay very big dividends in the future with this employer or these people because you have left a good impression even though you turned down this opportunity.

Don't Say "NO" Too Quickly

You usually have at least one day to respond with an acceptance or rejection, so use that time. Or, ask for that day if it isn't offered.

Trusting your inner voice can be very smart -- most of the time. Particularly if your initial response is to immediately reject the opportunity, take some time -- at least a few hours -- to carefully consider the opportunity. Do some research to confirm your instincts, or not..

If every opportunity feels “wrong” to you, you could simply be avoiding the stress of a job interview or the disappointment if you don’t get a job offer as a result. In that case, don’t trust your instincts.

But, if you don’t feel negative about every organization and opportunity, pay attention. You may be right...

Good Reasons to Turn Down a Job Interview Invitation

Sometimes, turning down the job interview is the best option for any of these reasons:

  1. This employer has been laying off staff or profits and/or revenue are down, and taking a job there feels like a risky thing to do. (Research the employer before you accept an invitation! More on how below.)
  2. You are currently employed, and going to this job interview would be taking a big gamble. The risk is greater than the potential payoff because the job doesn't seem particularly interesting or special.
  3. This invitation is for a second (or third) round of interviews for a job, and this job and organization don't feel like a good fit to you.
  4. You have interviewed with this employer for a different job and didn't feel like the organization was “right” for you.
  5. You know people who work there, and they hate it.

Other reasons to turn down a job opportunity certainly exist — bad future co-workers, manager, location, commute, pay, etc. But, you won’t know if any of those apply unless you accept the job interview invitation.

Research the Employer Carefully

Hopefully you researched this employer before you applied. When you receive an invitation to a job interview, do MORE research now:

  • Know anyone who works there now or who worked there in the recent past? Reach out to ask about their experiences there.
  • What information do the employer review sites like Glassdoor.com have about this employer?
  • Test a few Google searches to discover if any negative things have been happening with this employer, like a product failure or a recent layoff. For search query ideas, read 50 Google Searches to Avoid Layoffs and Bad Employers.

I would not turn down an interview invitation based only on a couple of bad reviews, particularly if those reviews are more than one year old or applied to a different location.

Without referencing the negative reviews, very carefully ask a few questions during the interview, related to the issues raised to see if there seems to be a basis in fact.

The Two-Step Process for Turning Down a Job Interview Opportunity

If you decide that turning down this opportunity is the right decision for you (read more below), proceed very carefully! The people you are communicating with now may be in a position to hire you into a position with your dream employer in the future.

The best approach -- think of this as a thank you note (actually, it is a thanks-but-no-thanks note, of course, but maintain the thank-you-note mindset).

First, Send an Email Message

If you are 100% certain that this is not an opportunity you want, respond quickly (within 24 hours) and carefully (!) via email. Your written message documents your response and the reason for your response.

  1. Send it to your primary contact.

    This person isprobably the HR person or the recruiter. If you have already been in contact with the hiring manager or other staff members, send separate messages to each of them.
  2. Be diplomatic.

    Don’t burn bridges, and don’t tell lies. This employer and/or these people may be exactly right for you at some point in the future, and you don’t want to have future opportunities disappear because this one made a bad impression.
  3. Be careful.

    Don’t provide ANY detail about your reasons for rejecting their invitation. Those reasons could burn bridges for you or drag you into an extended and intense conversation about why you feel that way, with demands for details you don’t want OR need to provide. Keep your rejection message “short and sweet.”
  4. Suggest another candidate, if possible.

    If the organization has a good reputation, check with appropriate members of your network to see if anyone is interested in a referral. You can help a friend and also make a few brownie points with the recruiter or employer, too.

    NOTE: Be sure to have this person’s permission before referring them, and get their best NON-WORK contact information to use.

  5. Keep a copy of the message.

    You may need a copy of the message later, like for a possible future connection with this organization or these people.

No details are required! Keep the message short and sweet, like this:

Sample rejection message:

Subject: Interview invitation for [job title] [job requisition number, or other unique identifier, if you have it]

Dear [name of person ].

I greatly appreciate the opportunity to interview for [job title] and learn more about your organization.

However, at this time I regret that I must decline this opportunity [give NO reason at all, OR add "because I have accepted a job” if that is appropriate].

My colleague [name] is a very good fit for this opportunity. You can reach [her/him] at [personal email address and, possibly, personal phone number].

Hopefully, the timing will be better at some point in the future.

Please confirm receipt of this message.

Best regards,

If you want to be really thorough, you can also print a formal thanks-but-no-thanks, and send it via snail-mail, perhaps registered with return-receipt-requested so that you have proof you did your best to respond to their invitation.

Second, Follow-Up with a Telephone Call

If you don't receive a response to your message, call to be sure that your message was received. As rude as employers may be to job seekers, you don't want them to think you have "ghosted" them.

So call them to be sure they received your email. Use your message as the script. Leave a voice mail if you must.

If pressed for the reason you are turning down the opportunity to interview with them, say that the timing is just wrong in this instance, given what else is going on in your job (or your job search).

If pressed for what is going on in your job search, simply state that you are pursuing other opportunities.

If you have suggested another candidate for the job, recommend that they contact the other candidate and provide the contact information.

Bottom Line

Sometimes turning down an interview is the right thing to do. However, if you really aren't sure you reject this opportunity down, read How to Smartly Accept Emailed Interview Invitations.

About the author...

Online job search expert Susan P. Joyce has been observing the online job search world and teaching online job search skills since 1995. A veteran of the United States Marine Corps and a recent Visiting Scholar at the MIT Sloan School of Management, Susan is a two-time layoff “graduate” who has worked in human resources at Harvard University and in a compensation consulting firm. Since 1998, Susan has been editor and publisher of Job-Hunt.org. Follow Susan on Twitter at @jobhuntorg and on Facebook, LinkedIn.

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[TEMPLATE] How to reject a job offer politely via email

decline job offer via email

You applied, you interviewed, you got the job — and now you want to turn it down. How do you do it? Do you have to give a reason? What if you might want to work with that employer in the future? How do you avoid burning any bridges? Here’s everything you need to know about how to decline a job offer gracefully.

Just like it’s normal and routine for employers to reject job candidates, it’s completely normal and okay for you to reject an employer. Interviewing for a job does not signal that you will definitely accept it if it’s offered to you, no more than an employer interviewing you is an implicit promise to hire you. As long as you didn’t say things in the hiring process like, “I will definitely accept this job if you offer it to me,” you haven’t misled the employer about your intentions.

There are some employers out there who react badly to rejected offers, but there are also employers out there who react badly when you ask for a raise or try to use your vacation time. It’s a sign of serious dysfunction on their side, not a sign that you’ve done anything wrong. (And if someone does respond badly after you politely decline an offer, you likely dodged a bullet. That’s an employer who doesn’t abide by professional norms or treat employment as a two-way street.)

Once you’ve decided that you’re not going to accept the offer, call or email the employer and let them know right away. Don’t delay, because that can cause areal inconvenience on their side (which can turn normal disappointment into frustration that you didn’t tell them sooner). Plus, they probably have other candidates on hold who would be delighted to receive the offer once you decline it.

People do turn down jobs via email all the time, so if you want to go that route, the world won’t implode. But the more gracious move is to call and speak with the person who would have been your manager. That person is probably at least somewhat emotionally invested in you now that they’ve offered you the job.

Timeliness is more important than connecting on the phone, so if reaching someone by phone would add days to the process, go ahead and send an email. Just add a note like, “I’d hoped to reach you on the phone, but wasn’t able to reach you and didn’t want to delay the process.”

This might seem unfair since employers turn down candidates all the time without offering a reason, but you’ll come across better and preserve the relationship for the future if you give some amount of explanation for your decision. Your reason doesn’t need to be a comprehensive account of your reservations about the job! It’s enough to say something like, “Thanks so much for considering me, but after a lot of thought, I’ve decided to decline and focus on a few other roles that I think are more in line with the work I’m hoping to do.”

Or, if you have a reason that’s easily explainable in one or two sentences andnot insulting (i.e., not: “You seem like a terrible manager”), share that! For example:

• “Ultimately I think we’re too far apart on salary. I’d need $X to leave my current position, and I know that’s far outside your range.”

• “I’ve given a lot of thought to relocating to Chicago, but have decided this isn’t the right time for me to move.”

• “I hadn’t realized until we talked how much admin work that position is responsible for, and I’m really looking for a role more focused on program work.”

• “I’ve decided to accept a position with a different company.”

It’s possible that your reason could spur the company to try to find a way to address your objections. In some cases, you might be open to that — such as if they suddenly increase the salary offer, or say they’d be willing to let you work remotely if location is the issue. But if they offer something that won’t change your mind, it’s fine to just say, “Thank you so much for your offer. I don’t think it’s exactly what I’m looking for right now, but I really appreciate you trying to make it work.”

When you turn down the offer, say something like, “I really appreciate the time you spent talking with me about the position, and I hope our paths might cross in the future.”

If you really liked the company or the manager and think you might be interested in working with them in the future, say something like, “I’m really impressed by the work you’re doing on X and would love to find a way to be a part of it down the road, even though the timing (or salary or so forth) didn’t work out this time.”

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How to Gracefully Decline a Job Offer

Write a formal decline job offer letter when you have chosen to reject the job offer. It is courteous and professional and maintains good relations with an.

How to Decline a Job Offer With Grace: 6 Tips for Success

decline job offer via email

To get a decent job, a person tries his / her level best. And to avoid some chances of not getting a job, a person starts applying more than one job to be in a safe place.

Sometime it happens that a person does well in all the job interviews attended and have more than one job decision to make.

In this tricky situation of choosing or rejecting one of the job offer, a person needs to understand his / her perfect job criteria and consider it before rejecting a job offer.

Forms of rejecting a job offer:

During the process of interviewing for a certain job, a person tends to advance their chances of getting selected for a job by applying more than one job.

Sometimes after applying for so many jobs and appearing with a positive attitude in those interviews there may be possibilities of positive selection for such job.

And to make a perfect decision over a job, a person needs to know how to handle the rejection or selection of a job to proceed with or how to reject a job offer. There are certain forms of rejecting a job offer and they are as follows.

  1. How to Reject a job offer through email
  2. How to Reject a job offer over the phone
  3. How to Decline a job offer verbally

How to Reject a Job Offer via Email:

There are situations where one receives a job in one of the company and at the same time gets offered for his dream job. So, a person who has been offered such prestigious position need to make a decision of selecting a job and to do such tough decision easy, a person needs to think of the perfect mode of rejection. And rejecting a job offer via email would be taken as a more professional way of rejecting such job offer.

1. Promptness:

After making the decision over choosing a job, a person needs to type a job offer rejection letter with all the gratitude towards them and send it through email as soon as possible. Once making a decision of rejecting a company’s job offer, a person needs to show the offering company a little gratitude and send them an email with the professional reason for his / her rejection. By being prompt in his / her job decision, a person can be more professional in their future decision makings.

2. Be humble:

While rejecting a job offer via email, a person needs to show the offering company little courtesy for their job offer. By being humble enough, while rejecting their job offer a person can make these kind of decision easy and helpful for both the offering company and a candidate.

By writing a humble job rejection letter to the offering company with all due respect towards their recognition for such position, can make that candidate act professional in his / her decision making.

3. Bediplomatic:

While writing a rejection letter for job offering company the reason for his / her rejection of their job offer, a person needs to understand a thing that while providing them the reason for their refusal of a job offer, a person should sound professional by being diplomatic with their rejection reason for such a great job opportunity. By being diplomatic in their rejection email, can help that candidate be less responsible over his / her decision.

4. Concise:

By writing a concise email to that offering company can make things sound professional in all senses. The opposite person who is waiting for your decision can be relieved of reason by reading it with concise and short nature of form.

Sometimes people write an email with lots of regret and apologies but it is not necessary to feel bad over a person’s job decision and instead of that a concise reject offer letter with the professional reason for rejection can work things out better.

How to Reject a Job Offer on the Phone:

The following mentioned are few tips on how to decline a job offer over the phone.

1. Never let an employer wait for the decision:

While rejecting job offer via phone a person needs to make that call as soon as possible without any delay. If a person delays his / her decision of declining a job offer, things can turn unprofessional after waiting for such long time. If a person finds a reason to reject that particular job, then that person needs to take responsibility to inform the company their decision by calling them with a professional reason for their rejection.

2. Communicate with the hiring manager:

After making a decision of rejecting a job offer of a certain company, a person needs to give that particular a call to inform them about his / her decision. And to deliver your decision of rejection, a person needs to talk to the hiring manager with a professional reason for your rejection. This would create such a healthy and professional environment between both the parties, even after receiving a rejection of their job offer.

3. Leave a voice message:

If a hiring manager of that particular company is not available, then that person needs to leave a professional voice mail or message to the hiring manager. While leaving a voice mail, a person needs to brief them about the reason for his / her job refusal so that the things would be sorted out better. These kind of framing of voice message can be more relieving for that person who has taken a decision of rejecting that particular job offer. And don’t forget to thank an employer for such a great offer.

4. Show gratitude towards an offer:

While rejecting a job offer via phone, a person should act responsible for their decision. And after providing a reasonable reason for the rejection, he / she should show some gratitude toward their job offer. At the end of the conversation over the phone, a person should deliver a thanking phrase to end the conversation in a professional manner.

5. Promise to work with them in future:

And the conclusion of their conversation should end with a statement stating a promise to work with them in their future availability. These kind of attitude can bring them a future opportunity if it is profitable for both the employer and the candidate. This kind concise conclusion can bring both the parties a professional closure of their businesses.

How to Reject a Job Offer Verbally:

The following mentioned are few tips on how to turn down a job offer verbally.

1. Be clear and confident:

While making a decision of turning down a job offer, a person needs to be clear and confident with their decision. Providing the company a reason for his / her refusal of such great opportunity can be difficult for the person. Therefore, clarity and confidence can bring some courage to move on with a decision easy and better.

2. Be discreet:

When it comes to make a decision of rejecting an offer, it creates an awkward situation where the person feels extremely bad to deliver them his / her decision. While explaining the person who is delivering the decision needs to be discreet with his / her words so that the end of the conversation be positive. By being discreet with one’s decision can create a professional ability handle critical situations.

3. Positive communication:

Positive communication between the offerer and offeree of such job opportunity can make things handled in a better manner. Sometimes an employer whose job offer was rejected by a potential candidate suitable for such position, can create an unwanted issue between the employer and the candidate and to avoid such differences those parties should take their decisions in a positive approach for the betterment of themselves and the company.

4. Be Tactful:

Sometime people tend to give a detailed explanation for their decision of such rejection. To reject a job offer verbally, a person needs to be tactful with their problem handling methods. Declining a job offer after accepting can be tricky for both the parties because it is a question of a successful career, but still the decision needs to be delivered with a tactful nature which can make things easy and healthy between both the parties.

5. End with a good note:

By ending a conversation with a good note can create a professional environment between the job offerer and the job rejecter.

The person who is rejecting a job offer should handle the situation in a good note to make sure that the employer should feel well greeted and thanked for their job offer so that if there are any future opportunities for him / her in their company, they should not hesitate to contact him / her in near future.

6. Showing regret:

While rejecting a job offer, a person who had made that decision comes up with a professional reason and always deliver it with great responsibility. But to console the employer for his / her loss, a person needs to provide them the reason with a utmost regret so that they should feel that it is not their loss but instead it is your’s. By such decision manner, a person can handle the situation in a better manner which is helpful and professional for both the parties.

7. Be responsible:

Rejecting a job offer can be difficult for both the parties and to handle such situation it needs responsibility. A person who is delivering the decision of rejecting a job should be very responsible with the reason. A reason which needs to be approached in a positive manner, a person should be smart enough to handle such situation. Therefore, handling such rejection needs responsibility which can bring things end in a good note.


To end this discussion we would say that rejecting a job offer via email or via phone or verbally takes confidence. An employer rejects a candidate, whichever is not suitable for that position, but rejecting a job which has already been offered to be is the toughest thing to do.

A person who had made his / her final decision over a job which he / she wants to accept or to reject requires courage to deliver such decision. A person, whoever wants to deliver his / her decision of rejecting a job offer should deliver their decision using these above mentioned forms which are via email, via phone and verbal communication.

Therefore, when a person decides to reject a job offer, he / she can consider all the above mentioned points to handle such situation. Above mentioned are steps which can help a person to handle their decision in different modes of communication.


WATCH THE VIDEO ON THEME: Sample letter declining a job offer after accepting it (Email)

[Your name] – Job offer thank you to accept or reject a job offer isn't an easy decision.

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