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Decline a job offer by email politely, and keep the door open

Pick your real reason and how much to say. Get a short, kind email that says no clearly, thanks them, and leaves room to work together later. Three tones: warm, formal and short.

Weighing more than one offer? Compare them year by year. Before you reply, plan and practice the ask.

The facts

Pay the only reason? Try the salary counter offer email first.
Privacy: the email is written in your browser. Nothing you type leaves it. The boxes stay saved in this browser until you clear them.

Your email

Warm tone

Fill in what you can and press "Write my email". You get a subject line and the email, in three tones. Anything you leave empty shows as a [bracket] to fill in.

Before you sendSend it the day you decide, in the same thread as the offer, so they can move to the next person. If you already signed anything, read it again before you send.

How to write it

1

No, in the first two lines

Thank them for the offer, then say no plainly. No long lead-in.

2

One short reason, or none

One line is kind. A long reason invites a reply that argues with it.

3

Leave the door open

Thank them for their time and say you would like to stay in touch, if you would.

Two example emails

Both are made up, with made-up names, and written by the tool above. Yours should use your own facts.

Warm, made up
Their first name: Priya · Your name: Daniel · Job title: Sales manager · Company: Bluefield · Your reason: I accepted another offer · One thing you liked about them: how openly the team talked about the targets · Keep the door open?: Yes, say I would like to stay in touch
Subject: Thank you for the sales manager offerHi Priya, Thank you for the offer for the sales manager role at Bluefield, and for the time you and the team gave me. I have decided to accept another offer that is a closer match for what I want next. I really liked how openly the team talked about the targets, so this was not an easy choice. I would be glad to stay in touch, and I hope our paths cross again. Thank you again, Daniel
Formal, made up
Their first name: Mr Okafor · Your name: Grace · Job title: Teacher · Your reason: I am staying in my current job · Keep the door open?: Yes, say I would like to stay in touch
Subject: Your offer for the teacher positionDear Mr Okafor, Thank you for offering me the position of teacher. After careful consideration, I have decided to decline the offer. I have chosen to remain with my current employer. I would welcome the chance to be considered for future roles. Thank you for your time and consideration. Kind regards, Grace

Mistakes to avoid

Waiting days to say no

They may be holding another candidate for you. Send it the day you decide.

A long reason

Every extra line gives them something to answer. One line, or none.

Criticising the offer or the process

Even when it is true, it closes the door. Share it only if they ask for feedback, and kindly.

Questions people ask

How do I decline a job offer politely?

Thank them for the offer and their time, say no in the first two lines, give one short reason if you want to, and stop. Send it as soon as you have decided, so they can move to the next candidate.

Do I have to give a reason?

No. A short reason is kind, but "after careful thought, I have decided not to accept" is enough. Pick "I would rather not say" above and the email is written that way.

Should I say which company I am joining?

You do not need to. "I have accepted another offer" is enough. If they ask and you are happy to tell them, that is your choice.

Can I decline by phone instead?

If you and the recruiter have mostly talked by phone, a short call is kind. Still send this email after it, so the answer is in writing.

I already accepted. Can I still decline?

It happens. Tell them as early as you can, by a call and then this email, say sorry once, and keep it short. Read what you signed first, for anything you agreed to, such as a joining bonus to pay back.

Does this page store what I type?

Only in this browser: the boxes are saved here so a reload keeps your email, and "Clear the boxes" deletes them. The email is written in your browser, and nothing you type is sent to our server. Copy it into your own email and send it from there.

More offer emails and tools

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