How to decline a job offer politely

Why how you decline matters

Recruiters and hiring managers talk to each other, especially within the same industry or city. A curt or ghosted decline can follow you. A gracious one often earns a reply like 'please keep us in mind' or a direct referral to another role.

The same recruiter who fills this role may fill a better one in six months. Treating the decline as a relationship moment rather than an exit costs you nothing and can pay off later.

When to send your decline

Respond within 24 to 48 hours of making your decision. In the US, Canada, the UK and Australia, offers typically come with a deadline of three to five business days. Do not wait until the last hour of that window.

If you need more time to decide, ask for an extension before you decline. Once you are certain, act quickly so the employer can move to their next candidate without unnecessary delay.

• Decide within the offer window, usually three to five business days
• Reply within 24 to 48 hours of reaching your decision
• Never ghost, even if you feel awkward about the conversation
• A phone call followed by a written email is the most professional approach for senior roles

What to include in your message

A polite decline has four parts: a thank-you, a clear statement that you are declining, a short reason, and a warm close. You do not owe a detailed explanation, but a one-line reason prevents the employer from wondering what went wrong.

• Thank the interviewer and the team by name where possible
• State clearly that you are declining the offer
• Give one brief, honest reason such as accepting another role, a compensation gap, or a change in personal circumstances
• Wish the team well and invite future contact

Word-for-word templates you can use today

Copy and adapt whichever template fits your situation. Keep the tone warm but direct.

1. Template 1 - Accepted another offer: 'Dear [Name], Thank you so much for offering me the [Job Title] role at [Company]. After careful consideration, I have decided to accept a position that is a closer fit for my current career goals. I have a great deal of respect for the work your team is doing and I hope our paths cross again. Thank you again for your time and for the kind offer.'
2. Template 2 - Compensation gap: 'Dear [Name], I genuinely appreciate the offer for the [Job Title] position and the time you and the team invested in the interview process. After reviewing the full package, I have decided to decline. The compensation is below what I need at this stage of my career. I hold [Company] in high regard and would welcome the chance to reconnect if a role at a different l…
3. Template 3 - Role is not the right fit: 'Dear [Name], Thank you for the offer and for the thorough interview process. After reflecting carefully, I do not feel the role is the right fit for the direction I am heading. I appreciate the opportunity and wish you and the team every success in finding the right person.'
4. Template 4 - Personal circumstances: 'Dear [Name], I am grateful for the offer of the [Job Title] role. Due to a change in personal circumstances, I am not in a position to accept at this time. I hope to stay in touch and I wish [Company] continued success.'

Phrases to avoid

Certain phrases create unnecessary friction or leave a bad impression even when the rest of the message is polite.

• Avoid 'I have decided to pursue other opportunities' with no further context, it reads as a form letter
• Avoid criticising the role, the team, the salary structure or the interview process
• Avoid over-explaining or apologising repeatedly, one thank-you and one apology is enough
• Avoid vague phrases like 'I may reconsider later' unless you genuinely mean it
• Avoid delaying with 'I am still thinking about it' once you have made up your mind

Negotiating before you decline

If the main reason you are declining is salary or benefits, consider negotiating first. In the US and Canada, a counter-offer is standard practice and most employers expect it. In the UK and Australia, it is also common, though less aggressive in tone.

A simple counter sounds like: 'I am very interested in the role. Before I make a final decision, I wanted to ask whether there is flexibility on the base salary. I was hoping for [figure] based on my experience.' If the answer is no and the gap is too large, you can then decline cleanly using one of the templates above.

Staying on good terms after you decline

Connect with the recruiter or hiring manager on LinkedIn within a day or two of sending your decline. A short note like 'I enjoyed learning about your team and hope to stay in touch' reinforces the goodwill from your email.

If you were referred to the role by someone inside the company, let that person know you declined and thank them separately. They put their reputation on the line by recommending you and deserve a direct message.