How to Decline a Job Offer Politely, With Email Examples
What to check before you turn down a job offer, how and when to tell the employer, what to include, and email examples for the most common reasons, plus what to do if you have already accepted and want to withdraw.
By Tony Musso on
Turning down a job offer can feel awkward, especially after a long application process and people who have been kind to you. But declining is a normal part of job hunting, and recruiters and hiring managers deal with it all the time. Done well, it takes a few minutes and leaves the door open for the future.
This guide explains what to check before you say no, when and how to tell the employer, what to include, and gives email examples you can adapt for the most common reasons. It also covers the harder situation of withdrawing after you have already accepted.
Before you decline
Make sure declining is really the right move.
- Is it the pay or the terms? If the role is right but the salary, hours or start date are not, it may be worth asking whether there is room to move before you say no. Our salary negotiation guide explains how to ask.
- Do you have the other offer in writing? If you are declining because of a better offer, make sure that offer is confirmed, ideally with a written offer letter, before you turn this one down.
- Have you asked your questions? Sometimes concerns about the team, travel or progression can be answered with a short conversation. Our list of questions to ask an employer covers the ones that matter most.
Once you are sure, decide quickly. The employer may have other candidates waiting, and a prompt answer is the most courteous thing you can do.
How to tell the employer
Reply as soon as you have decided. Do not let the offer deadline pass without a response.
Use the same channel the offer came through. If you were offered the job by phone, it is good manners to ring the recruiter or hiring manager, then follow up with a short email so there is a written record. If the offer came by email, an email reply is fine. If you applied through a recruitment agency, tell your consultant and let them pass it on.
Keep it short and positive. You do not need to give a detailed reason. A brief, honest explanation and genuine thanks are enough.
What to include in your email
- A clear subject line, such as "Job offer: [role title]" with your name.
- Thanks for the offer and for their time during the process.
- A clear decision that you are declining, so there is no doubt.
- A brief reason, if you want to give one. It is optional.
- A positive close, such as hoping your paths cross again.
Example emails
Adapt these to your own situation and the tone of your conversations with the employer.
You have accepted another offer
Subject: Job offer: Marketing Coordinator, [Your Name]
Dear [Name],
Thank you very much for offering me the Marketing Coordinator role, and for the time you and the team spent with me during the interviews.
After careful thought, I have decided to accept another offer that is a closer match to my career plans at this stage, so I must respectfully decline.
I really enjoyed learning about your plans for the brand, and I hope our paths cross again in the future.
Kind regards, [Your Name]
The salary or package is not right
Subject: Job offer: Customer Service Team Leader, [Your Name]
Dear [Name],
Thank you for the offer of the Customer Service Team Leader position. I appreciate the time you took to discuss the role with me.
I have considered the offer carefully, and unfortunately the salary does not meet my needs at this time, so I am not able to accept. I understand if the budget is fixed, and I'm grateful for the opportunity.
Thank you again, and best wishes to you and the team.
Kind regards, [Your Name]
The role is not the right fit
Subject: Job offer: Operations Assistant, [Your Name]
Dear [Name],
Thank you for offering me the Operations Assistant role. After learning more about the position during the second interview, I have decided it is not the right fit for my skills and plans, so I must decline.
I was impressed by the team and the work you do, and I would be glad to be considered for future roles that are a closer match.
With thanks, [Your Name]
Personal circumstances have changed
Subject: Job offer: Teaching Assistant, [Your Name]
Dear [Name],
Thank you for offering me the Teaching Assistant post. Since my interview, my personal circumstances have changed and I am no longer able to take on the role, so I must withdraw.
I'm sorry for any inconvenience this causes, and I'm grateful for your time and the opportunity.
Kind regards, [Your Name]
If you have already accepted
Withdrawing after accepting is harder, but it does happen. Bear in mind that once you accept an offer, a contract of employment can already exist, even before you start. Check your offer letter or contract for any notice period that applies before your start date.
In practice:
- Tell them as soon as possible, by phone first if you can, then in writing.
- Apologise and be honest, briefly, about why.
- Give any notice your contract requires, or ask whether they will waive it. Our notice period guide explains how notice is counted.
- Return anything you have been sent, such as equipment or ID.
Most employers would rather know early than have someone start and leave. If you are unsure about your position, Acas offers free, impartial guidance on employment rights.
If you are accepting another job
Once you have declined one offer and accepted another, you will usually need to resign from your current job. Our free resignation letter tool helps you write a clear, professional letter, and our guide to notice periods explains how to work out your last day.
Keeping the door open
The people you met may move to other organisations, and the same employer may advertise a better-matched role next year. A polite, prompt reply means you can apply again with a good impression already in place. Connecting with the hiring manager on LinkedIn, with a short note of thanks, can help keep that link.
If you are still deciding between offers, think about the work itself, the team, progression, travel and the full package, not only the salary. And if you are not sure which direction suits you best, Career Compass compares your interests and working style with UK careers.
Frequently asked questions
Related reading
Thinking of taking a career quiz to help decide? Here is which kind is worth your time.