To decline a job offer politely, thank them, say no clearly in the first two lines, give no long reason, and leave the door open. Do it quickly, by email or by phone.
4 messages you can copy
Four messages for four situations. Each one says no clearly and stays kind. Replace every [BRACKET] with a real fact.
- An email after the final interviewSubject: Your offer for [JOB TITLE]Hi [NAME], Thank you for the offer for [JOB TITLE], and for the time you and the team gave me. After thinking about it carefully, I have decided not to accept. This was a hard choice. I enjoyed meeting [NAME OR TEAM]. I wish you the best in finding the right person. [YOUR NAME]
- You took another jobSubject: Your offer for [JOB TITLE]Hi [NAME], Thank you for offering me the [JOB TITLE] role. I have accepted another position that fits my plans better, so I have to say no. I appreciated [ONE REAL THING, FOR EXAMPLE HOW CLEARLY YOU EXPLAINED THE ROLE]. I hope our paths cross again. [YOUR NAME]
- A phone call or voicemailHi [NAME], this is [YOUR NAME]. I wanted to call you myself. Thank you very much for the offer for [JOB TITLE]. I have thought about it carefully and I have decided not to take it. I really appreciate the time you spent with me. I will send a short email too.
- You already said yes, and changed your mindSubject: About the [JOB TITLE] offerHi [NAME], I need to tell you something difficult. I accepted the [JOB TITLE] offer, and I have changed my mind. I am sorry. I know this makes extra work for you, and I wanted to tell you as soon as I knew, before [START DATE]. [ONE TRUE SENTENCE OF REASON, IF YOU WANT TO GIVE ONE.] [YOUR NAME]
What to avoid
- Do not ghost them. A clear no, early, is kind. Silence is not.
- Do not give a long reason, or list what was wrong with the offer. A short "it is not the right fit" is enough.
- Do not say "maybe" if you mean no. If you may want to negotiate instead, send a different reply.
- Do not wait. Tell them within a day or two of deciding, so they can offer the job to someone else.
- Do not say bad things about their company or pay. People move, and recruiters remember.
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What the free kit adds
It covers saying yes, asking for time and asking for more. For a no, the messages above are what you need.
Reply to a job offer
Three short replies to fill in: say yes, ask for time, or ask for more. Read the free guide first.
Free. Gumroad asks for an email to send the files. Or download now without email.
Questions people ask
Should I give a reason for saying no?
You do not have to. One true sentence, such as "another role fits my plans better", is plenty.
Is email fine, or should I call?
Email is fine for most jobs. If you got to know the person well, a short call first can be kind. Follow it with the email.
What if I already accepted?
Tell them straight away and apologize once. The sooner they know, the easier it is for them. Check your contract or offer letter, and your start date.
Can I keep the door open?
Yes. Say you enjoyed meeting them, and mean it. Do not promise to stay in touch unless you will.
What if I want a better offer instead?
Then do not decline yet. Ask for time or ask for more, as in the free kit above.