Say No Quickly, in Writing, by Name
Once you know you won't take an offer, tell them. The company is holding the role for you, and the runner-up candidate is waiting too. A clear no within a day or two of deciding is the courtesy people remember.
A good decline does three things: thanks the person who made the offer, says no in the first two sentences, and gives a reason in one clause. Everything else is optional.
Before You Send It
Check these first. Two of them can change whether you should be declining at all.
- If the only problem is money, you haven't negotiated yet. Counter first, and decline only if the answer doesn't move.
- If you spoke to the hiring manager or recruiter by phone during the process, call them first and follow up with this email. If everything happened by email, email is fine.
- Reply to the person who made the offer, in the same thread. Copy the recruiter if one was involved.
- Don't sign anything you received with the offer. If you already signed a contract, read its terms before you withdraw.
6 Templates for Declining a Job Offer
Swap the bracketed parts. Each works as an email reply; trim the first line if you already called.
You accepted another offer
Hi [Name], Thank you for the offer for the [Role] position and for the time you and the team spent with me. After a lot of thought, I've accepted another offer, so I'm declining this one. I enjoyed meeting the team and would be glad to stay in touch. Best regards, [Your name]
The salary is too low, door open
Hi [Name], Thank you for the offer for [Role]. I'm excited about the team and the work, but the salary is below what I need to make this move, so I can't accept it as it stands. If there's room to reach [your number], I'd be glad to talk again. Either way, thank you for your time. Best regards, [Your name]
Declining over pay, no negotiation
Hi [Name], Thank you for the offer for [Role] and for a well-run process. After weighing the full package, I've decided it isn't the right move for me, and I'm declining the offer. I appreciate the time everyone put in and wish you the best in filling the role. Best regards, [Your name]
The role isn't the right fit
Hi [Name], Thank you for offering me the [Role] position. Our conversations made it clear that the role is focused on [what it focuses on], and I'm looking to grow toward [your direction], so I'm going to decline. I think highly of [Company] and would welcome hearing about a [target role] in the future. Best regards, [Your name]
You're staying with your current employer
Hi [Name], Thank you for the offer for [Role]. After discussing it with my current employer, I've decided to stay where I am, so I'm declining. I know this comes late in the process, and I'm sorry for that. I enjoyed getting to know the team. Best regards, [Your name]
The short version
Hi [Name], Thank you for the offer for [Role]. I've decided not to accept it. I appreciate your time throughout the process and wish you and the team well. Best regards, [Your name]
Declining Because of the Salary
Pay is one of the most common reasons to turn down an offer, and you have two honest ways to handle it. If a higher number would change your answer, say so and name it, as in the second template. That isn't rude. It gives the company one clear chance to respond.
If no realistic number would change your mind, leave money out. Mentioning the salary invites a counter you'd only have to refuse again. "After weighing the full package" is true and closes the conversation.
Subject Lines
Reply in the offer thread when you can. If you start a new email, put the role in the subject so it doesn't get lost.
- [Role] offer: thank you
- Re: Offer for [Role] at [Company]
- [Your name]: response to the [Role] offer
After You Send It
Some companies answer a decline with a better offer. If it changes your answer, say so. If not, thank them and restate your decision in one sentence. Then connect with the hiring manager on LinkedIn if you haven't, and note the date you declined, so you can mention it if you apply there again.
Drafting It With Applyvo
Paste the offer email into Applyvo's Reply Assistant, set the intent to Decline politely, and pick a warm, professional, or concise tone. It drafts a reply grounded in your resume, with a subject line, which you edit before sending. Link the hiring manager as a contact and Log interaction saves the exchange on their timeline, so you know what you told them if your paths cross again.
Turn Down the Offer, Keep the Contact
Paste the offer email, choose Decline politely, and get a reply grounded in your resume to edit and send. Free to start, no credit card.
Common questions
Is it OK to decline a job offer by email?
Yes, especially if the process ran by email. If you spoke with the hiring manager by phone, a short call first is the warmer choice, followed by an email so the decision is in writing.
Do I have to give a reason?
No, but a one-clause reason reads as more respectful than none. "I've accepted another offer" or "the role isn't the right fit" is enough. Skip details you'd rather not discuss.
Can I decline after accepting an offer?
You can, but do it as soon as you know, by phone and then in writing, and apologize for the change. If you signed a contract, read its terms first; notice rules differ by country.
Will declining hurt my chances with this company later?
Rarely, if you decline promptly and politely. Companies decline candidates all the time and expect the reverse. A late or vague answer does more damage than a clear no.