How to Decline a Job Offer by Email: Two Examples

Once you’ve decided to decline an offer, let the employer know promptly so they can plan their next step. Thank them for the offer and state your decision clearly.

You can give a brief reason if you want to, but you don’t need to provide a detailed comparison of employers, compensation, or personal circumstances.

When you’ve accepted another role

Subject: Decision on the Operations Analyst offer

Hello Morgan,

Thank you for offering me the Operations Analyst position. I appreciated meeting the team and learning about the reporting project.

After considering my options, I’ve decided to accept another role and will decline your offer. Thank you for the time and care you put into the process.

I wish you and the team well with the project.

Kind regards, Alex

This is a decision, so avoid wording such as “I don’t think I can accept” if you’ve already made up your mind. That may leave the recruiter unsure whether you’re asking them to negotiate.

When the role isn’t the right fit

Subject: Thank you for the customer success offer

Hello Casey,

Thank you for the offer and for answering my questions about the role. After further consideration, I’ve decided that the position isn’t the right next step for me, so I will decline.

I appreciate the opportunity to have met the team and the time you spent discussing the position.

Best regards, Lee

You don’t need to criticize the role to justify your choice. A concise explanation is enough when you don’t want to share more detail.

If you might accept with different terms

That is a different conversation. If you want to discuss compensation, working arrangements, or a start date, ask about those terms before writing a definitive rejection.

Likewise, if you’ve already accepted or signed documents, check the commitments you’ve made before using a simple decline template. The email’s wording doesn’t determine those obligations.

Choose the right contact

Reply to the recruiter or person who sent the offer, unless they have asked you to use another route. If you had a close conversation with the hiring manager, a brief call followed by written confirmation may fit the relationship.

Don’t promise to stay in touch or apply again unless you mean it. Courtesy can be sincere without creating another commitment.

For a message earlier in the process, see interview invitation replies. For general wording choices, use the professional email tone guide.