How to Reject a Job Offer Politely (2026): What to Say and 6 Email Templates

Turning down a job offer feels awkward, but it's a normal part of hiring and recruiters handle it every week. A short, polite, prompt reply protects your reputation and keeps the door open in case you want to work there later. This guide covers when to decline, whether to call or email, what to say, and six templates you can copy for the most common situations.

Before you decline, check two things

1. Is the problem fixable? If the main issue is money, start date, or remote days, try negotiating first. Companies often have room you won't see unless you ask. Our guide on how to negotiate salary in an interview covers what to say.
2. Do you have your other offer in writing? Don't turn down a real offer because of a verbal promise from another company. Wait until the offer you're choosing is confirmed.

How to decline a job offer

1. Decide quickly and reply quickly

Once you've decided, tell them within a day. The company may have a second candidate waiting, and a fast answer is the most considerate thing you can do.

2. Call or email?

Email is acceptable for most offers. A phone call is better if you've been talking with the hiring manager directly, if the process was long, or if it's a small company. A good approach is to call and then send a short email so there's a written record.

3. Thank them

Mention something specific: the people you met, what you learned about the team, or the time they spent on you.

4. Give a short reason, or none

You don't owe a detailed explanation. "I've accepted another offer that's a better fit for my goals right now" is enough. Don't criticize the company, the salary, or the interviewers.

5. Leave the door open

If you'd consider working there in the future, say so, and connect with the recruiter or hiring manager on LinkedIn.

What to say on the phone

"Hi [Name], thank you for the offer and for the time your team spent with me. I've thought about it carefully, and I've decided to accept another position that's a closer fit for what I'm looking for right now. I really enjoyed meeting the team, and I'd like to stay in touch."

If they ask what would change your mind and you're truly open to it, be honest about the one thing that matters. If you're not, say kindly that your decision is final.

Templates for declining a job offer by email

General template

Subject: [Your name] - [Job Title] offer

Hi [Name],

Thank you very much for offering me the [Job Title] position. I appreciate the time you and the team spent with me during the process.

After careful thought, I've decided to decline the offer. It was not an easy decision, and I enjoyed learning about [team or project].

I hope we can stay in touch, and I wish you and the team all the best.

Best regards, [Your name]

You accepted another offer

Hi [Name],

Thank you for the offer for the [Job Title] role. I've accepted a position with another company that aligns more closely with my current goals, so I'm declining your offer.

I was impressed by [specific thing], and I'd be glad to stay in touch for future opportunities.

Thank you again, [Your name]

The salary doesn't work

Use this only after you've tried to negotiate.

Hi [Name],

Thank you for the offer and for discussing the compensation with me. I've considered it carefully, and the salary isn't quite where I need it to be for this move, so I'm going to decline.

I appreciate your flexibility during our conversations, and I'd be glad to reconnect if a role with a different scope opens up.

Best, [Your name]

The role isn't the right fit

Hi [Name],

Thank you for the offer for the [Job Title] position. After learning more about the day-to-day responsibilities, I've realized the role isn't the right fit for the direction I want my career to take, and I've decided to decline.

I enjoyed meeting the team and appreciate your time throughout the process.

Best regards, [Your name]

You're staying in your current job

Hi [Name],

Thank you for the offer. After a lot of thought, I've decided to stay in my current role for now, so I'm declining.

I really appreciated getting to know the team, and I hope our paths cross again.

Best, [Your name]

Declining through a recruiter or agency

Hi [Name],

Thank you for all your help with the [Company] process. I've decided to decline their offer because [short reason]. Could you pass on my thanks to [hiring manager's name]?

I'd like to keep working with you on future roles that match [what you're looking for].

Thanks, [Your name]

What if you already accepted?

Withdrawing after you've said yes is more serious, so do it only for a strong reason. Tell the company as soon as you know, by phone first and then in writing, and apologize clearly. Read your offer letter and anything you signed for terms that apply, such as a signing bonus or relocation money you'd have to repay. Don't simply stop showing up or answering emails.

What not to do

• Ignore the offer or let the deadline pass without a reply.
• Use the offer only to get a raise from your current employer unless you'd actually consider taking it.
• Give a long list of complaints about the company or the process.
• Burn the bridge with the recruiter. Recruiters move between companies and remember candidates.

Next steps

If you're still interviewing, our guides to second interview questions and questions to ask a recruiter help you compare offers before you have to decide. If you're leaving your current job for the new one, see resign vs quit for how to give notice.