In this guide
Templates, checklists and worksheets
How to decline a job offer and keep the relationship
Short decline emails for the usual reasons, what not to explain, and what to do if you need to withdraw after you have already accepted.
Decide before you write
If one thing would change your answer, such as the start date or a hybrid pattern, raise that question first. Once you send a decline, most employers move to their next candidate the same day, so treat the message as final.
When you have decided, send it quickly. The employer may be holding other candidates while they wait for you, and a prompt answer is remembered more kindly than a late one.
What to include and what to leave out
| Include | Leave out |
|---|---|
| Thanks for the offer and their time | Detailed comparison with the other offer |
| A clear statement that you are declining | Criticism of the process or the people |
| A short, true reason if it helps | Reasons you would not say face to face |
| A line keeping in touch, if you mean it | Promises to apply again that you do not intend to keep |
Templates for the usual reasons
Subject: [Job title] offer Dear [name], Thank you for offering me the [job title] role, and for the time you and the team spent with me. After careful thought I have accepted another position, so I will not be taking up your offer. I enjoyed learning about [something specific from the process] and hope our paths cross again. Kind regards, [Your name]
Dear [name], Thank you for the offer of [job title]. Having considered it carefully, I have decided it is not the right move for me at this point, and I will be declining. I appreciate the time everyone gave me and wish you success in filling the role. Best wishes, [Your name]
Keeping the door open
Illustrative example
A closing line that is specific, not vague
Before
Please keep me in mind for anything in future.
After
If a role in your analytics team opens next year, I would be glad to hear about it.
Naming a team or type of role tells the recruiter you mean it.
Withdrawing after you have accepted
Occasionally circumstances change after an acceptance. Tell the employer as soon as you know, by phone if possible and then in writing, and keep the explanation brief and honest. Apologise for the inconvenience without over-explaining.
Common questions
Do I have to give a reason for declining?
No. A short, true reason can help the employer, but 'I have decided it is not the right move for me' is a complete answer.
Can I decline by phone instead?
Yes. Many people call the person who made the offer and follow up with a short email so there is a written record of the decision.
Drafted with AI assistance and checked against Luceria’s editorial standards. Examples are illustrative, not real people’s results. Spotted something out of date? Tell us.