How to Politely Decline a Job Offer Over Email – with 5 Samples

Let’s say you never expected this moment to arrive. After completing the interview process, you suddenly realize that this job is not what you hoped it would be. You applied because you had a certain set of expectations, or there was always a seed of doubt, and somewhere along the way you didn’t want the job. There could also be another more attractive offer that just came in. How do you convey this to the hiring manager who has just congratulated you, saying they’re eager to start working together? How do you politely decline a job offer without burning any bridges? Follow along for how to politely decline a job offer over email. You’ll also find some helpful samples to expedite the process.

Every hour counts

You’ll want to act efficiently and decline a job offer within 24 to 48 hours upon receiving it. Because you’re already concerned about what the company or potential employer is thinking, notifying them as soon as possible is the most professional course of action. The more time you spend delaying your response, the higher the risk that their recruitment decisions will be in limbo. This has the potential to cast an unfavorable light on your profile, and their next prospective candidate to replace your job is also left in the dark.

Giving them a response within one or two days allows the entire process, also on your end, to come to a close. Although it seems daunting, the quicker it’s over, the faster you all can move on.

A simple, straightforward email

When you begin composing your email to decline a job offer, simplicity is your best friend. There is no need to set up an entire backstory rife with apologetic explanations as to why you’ve come to your decision. Likewise, superfluous complimenting about every person you’ve spoken to or the values of the company will only make it, yes, more awkward. So long as you maintain a respectful tone, with a decent amount of honesty void of any sentimentalism, then you’ve got yourself a successful email to decline the job offer.

Remember, at the end of the day, this is a rejection letter that they’ll be receiving. They’ll want to be informed about it right away, not searching through any cryptic sentences for clues as to why.

How exactly do you show your gratitude, when you’re the one declining the job?

With that in mind, you don’t want to be disrespectful at all. While you want to be clear in your email, you’ll want to avoid sounding like you never cared about them in the first place. Craft your sentences with appreciation for the offer. Thank the hiring manager and recruiter for the time that they invested in interviewing you and giving you the job offer.

Empathy goes a long way

Recognize that although you’ve made your decision, you understand that you might have squandered their time. They took the effort to go through your application out of many others, spoken to you online or in-person. Perhaps they’ve had to say no to other applicants who would have been right for the job.

Steer away from sounding heartless

Acknowledge that this decision is the best for the both of you, but be sure to do so without a brash voice. Prioritize the clarity of your message, while also using a professionally polite tone. Although you should state a reason as to why you’re turning down the role, don’t dip into tedious details alongside criticizing the company or potential employer. Striking the right balance in conveying your gratitude and decision is crucial. What do you not want them reading? Something like, “The job offer is absolutely disappointing, and I can’t imagine myself working alongside your team.”

Too much honesty could be problematic

If you weren’t pleased with the remit of responsibility in the job offer, or the salary was much lower than what you’d agreed on, you shouldn’t mention those details in the email. Whatever the actual reason is about why you’re declining the job offer, it’s best to veer away from stating that verbatim to avoid any complications.

In this situation of how to decline a job offer, less is more. It’ll suffice if you express that the job offer unfortunately wasn’t right for you, or that you recently accepted a job at another company.

The possibility of staying in touch

You’re most likely not eager to explore this, given that you’re not wanting to officially work for them. However, maintaining connections with the company or potential employer is also a practical way of growing your network. The very people who spent a considerable amount of their time interviewing you believed in your skills and talents. They were probably the ones in the room rooting for you throughout the entire process. Depending on your industry, it could very well be that you might meet someone who knows them.

Instead of offering your contact information, there are other creative ways to offer to stay in touch. If you already share mutual contacts, perhaps you’ll offer to introduce them to those in your network. Sharing journal articles or clips that are related to your work could also be helpful. Going the extra mile, in a relaxed yet professional way, would demonstrate that you are indeed a stellar applicant after all.

How do I decline a job offer? – Samples

Considering the guidelines listed above, let’s take a look at five samples of declining a job offer via email. The language in your email should be concise, empathetic, and respectful.

Sample Email #1 – How to Politely Decline a Job Offer

Dear (Name of hiring manager or recruiter),

Thank you very much for offering me the (Job title) position at (Name of company or potential employer). I’m incredibly grateful that you took the time to consider me for this role.

Upon much deliberation, I’ve decided to respectfully decline the offer. Although I found the values of (Name of company or potential employer) nothing but impressive, I’ve accepted another offer more aligned to my professional goals.

I also wanted to thank you and the entire recruitment team throughout the hiring process. Every interview was such a great way to connect further with the team and mission behind (Name of company or potential employer). The time and effort that you invested into our Zoom calls are undoubtedly appreciated.

I truly respect you and your team at (Name of company or potential employer), and I wish you all the very best. Please let me know if there is anything I can do to support you and your team, and I would love to keep in touch.

Thank you so much again for all of your time and consideration.

Sincerely,
(Your name)

Sample Email #2 – How to Politely Decline a Job Offer

Dear (Name of hiring manager or recruiter),

Thank you very much for offering me the (Job title) position at (Name of company or potential employer). I’m so grateful for all of the time and effort that went into considering my application for this role.

Upon much deliberation, I’ve decided to respectfully decline the offer. After each interview with your team, I was thoroughly impressed by what (Name of company or potential employer) is achieving and looking for. However, I’ve accepted another offer more aligned to my professional goals.

Please know that this was not an easy decision to make. I’m incredibly grateful for all of the time and resources that you and your team have put into this entire process.

Thank you very much again for the opportunity to work with you. I do hope that we can keep in touch, and I wish you only the very best.

Best,
(Your name)

Sample Email #3 – How to Politely Decline a Job Offer

Dear (Name of hiring manager or recruiter),

Thank you very much for offering me the (Job title) position at (Name of company or potential employer). I’m incredibly grateful that you and your team took the time over these past several weeks to consider me for this role.

Upon much deliberation, I’ve decided to respectfully decline the offer. Please know that this was not an easy decision to make, especially after having spoken with you. It’s truly impressive what you and your team are achieving together at (Name of company or potential employer).

Although I would love to join your team at (Name of company or potential employer), as I realized that the role would not be aligned with my current professional goals, it would be amiss for me to accept this position.

I would also like to express how thankful I am for all of the time and effort that you and your team have poured into this entire hiring process. I have no doubt that you will find the perfect person to join your team. Please let me know if there is any way I can be of assistance to you in the future, and it would be wonderful to stay in touch.

Thank you so much again. I wish you only continued success.

Sincerely,
(Your name)

Sample Email #4 – How to Politely Decline a Job Offer

Dear (Name of hiring manager or recruiter),

It was such a pleasure to speak with you earlier, and thank you very much for offering me the (job title) position at (name of company or potential employer).  I’m so grateful for all of the time and effort that went into considering my application for this role.

However, upon much deliberation, I’ve decided to respectfully decline the offer. As I realized that the role would not be aligned with my current professional goals, it would not be right for me to accept this position.

I truly respect you and your team at (name of company or potential employer), and I’m incredibly grateful for all of the time and resources that you and your team have put into this entire process. 

Thank you again for your time and consideration. I have no doubt that you will find the perfect person to join your team.

All my best,
(Your name)

Sample Email #5 – How to Politely Decline a Job Offer

Dear (Name of hiring manager or recruiter),

Thank you so much for all of the time and effort that you and your team have poured into this entire hiring process. Although I would love to join your team at (Name of company or potential employer) as (Job title), I’ve decided to respectfully decline the offer after much deliberation as I realized that the role would not be aligned with my current professional goals.

Please know that this was not an easy decision to make, especially after having spoken with your team over the past several weeks. Given how impressive you and your team are at (Name of company or potential employer), I’ve no doubt that you will find the perfect candidate to join your team.

Please let me know if there is any way I can be of assistance to you in the future, and it would be wonderful to stay in touch.

Again, thank you so much for all of your time and consideration. I wish you and your team only the very best.

Sincerely,
(Your Name)

Declining a job offer over email

If you’ve ever been in this position, you’ll know that that irksome feeling in your gut isn’t something to ignore. However, accepting a job offer that you’re having serious second thoughts about has the risk of damaging the well-being of your professional goals and the company’s.

As much as it might even seem tempting to rapidly accept the job offer, and quit later, consider prioritizing what you are really looking for in a career. Focus on your commitment to your career aspirations. All the worries you had about how to decline a job offer will fade away once you realize you made the best decision for yourself.