How to decline a job offer (with email templates)

LiveRec EditorialUpdated

You can decline a job offer, and it is normal. Do it promptly, in writing, with thanks and a brief, honest reason. You do not need to explain in detail. The goal is to leave the recruiter with a good impression for the future.

At a glance

  • Respond as soon as you decide. Do not wait for the deadline.
  • Thank them for their time and the offer.
  • Keep the reason short, or omit it.
  • Do not criticise the company or compare pay in detail.
  • Call first for a late-stage offer, then confirm in writing.

Template 1: short and clear

Subject: Offer for [Job Title]

Dear [Name],

Thank you for offering me the [Job Title] position and for the time you and the team spent with me. After careful thought, I have decided not to accept the offer. I appreciate your confidence in me and wish you every success with the hire.

Best regards, [Your Name]

Template 2: with a reason

Dear [Name],

Thank you for the offer for [Job Title]. I have decided to accept another role that fits my current career goals more closely. This was a hard decision because I enjoyed meeting the team. I hope our paths cross again.

Best regards, [Your Name]

Template 3: keep the door open

Dear [Name],

Thank you for offering me [Job Title]. The timing is not right for me to join, but I was impressed by [specific thing about the team]. I would be glad to stay in touch, and I will follow your progress. Thank you again.

Kind regards, [Your Name]

Template 4: after you verbally accepted

Dear [Name],

I am writing to withdraw my acceptance of the [Job Title] offer. I recognise the inconvenience and I am sorry for it. After further reflection, I have concluded that I cannot take the role. Thank you for your time and understanding.

Sincerely, [Your Name]

Withdrawing late is uncommon. Call first, and read your offer letter for any signed terms.

When to negotiate instead

If pay or terms are the issue, consider a counter. See counter offer email templates and how to negotiate salary.

Declining on LiveRec

If the employer sent the offer through LiveRec, you can accept, decline or counter from the offer. See accept, decline or counter an offer.

Frequently asked questions

Do I need to give a reason? No. A brief one is courteous.

Can I decline by phone? Yes, then follow with a short email.

Will it hurt my chances later? Rarely, if you are professional and prompt.

Next step

Choose the template, change the brackets and send it today.

This page is general career information.