How to Decline a Job Offer via Email | Template Toolbox

If after getting a job offer you decide to turn it down, it’s important that you do so in a way that comes across as professional and appreciative. If you're considering declining an offer via email, first consider these questions:

• Are you hoping for a new offer based on your feedback?
• Were you offered the job over the phone?

If you answered yes to either of the above questions, it may be worth picking up the phone rather than drafting an email. If you feel like an email would give you an opportunity to more clearly outline your concerns or reasons for declining the offer, you can also send an email that declines the offer and offer to suggest hopping on the phone for further discussion.

Before we dive into some email templates, remember two components that should be included in your email no matter what your reason for declining the offer may be:

• Gratitude. Share your thanks for the interviewer’s time, consideration, and interest in your candidacy.
• Specific rejection. Clarity is key and the employer should not be uncertain as to whether or not you’re accepting the offer.

Now that you're ready to decline a job offer via email, check out our templates for the right formatting and language:

Declining a job offer because of salary or other benefits

In this particular situation, you want to leave the door open for an adjusted offer, so be sure to be specific about why you’re declining their initial offer and what you’d like to renegotiate. Make sure to underscore the fact that you are not declining the job outright.

Dear [NAME],

Thank you again for taking the time to meet with me, and of course, thank you so much for offering me an opportunity to join the team at [ORGANIZATION NAME].

While the organization, as well as the [TITLE] role, feel like a great fit, I do have some concerns about your initial offer and would like to discuss an alternative. I’m pleased with the starting salary and thrilled to hear about the [ORGANIZATION NAME]’s generous health-care plan. However, I’d love to hear whether you’re amenable to adjusting the amount of PTO days that I can earn during my first year of employment.

Thank you again, and I hope that we can reach an agreement that works for all parties, as I’d certainly love to be the newest member of [ORGANIZATION NAME]’s [TEAM/DEPARTMENT NAME] team.

I look forward to connecting soon!

[YOUR NAME]

Declining a job offer because you love the organization but not the role

While you want to be clear in this situation that you will not be taking the job, you should also highlight that you would love to stay top-of-mind for future opportunities. Also, don't forget to stay connected with your interviewer online and via email. That way, you'll know about future job openings that may be a better fit.

Dear [NAME],

Thank you again for taking the time to meet with me, and of course, thank you so much for offering me an opportunity to join the team at [ORGANIZATION NAME].

While [ORGANIZATION NAME] feels like a perfect fit for my career aspirations, after quite a bit of reflection, I’m not confident that the [ROLE TITLE] is really the role for me. Although I’m eager to join the [ORGANIZATION NAME], of course, I want to be sure that I join in a capacity that will allow me to contribute my very best work to [ORGANIZATION NAME]’s already impressive portfolio.

I look forward to staying in touch, and I’d love to be considered for any future openings that are a better fit for my skills and interests in [NAME OF SPECIFIC SKILLS].

Thank you again, and warmest regards,

[YOUR NAME] 

Declining a job offer for any other reason

In this situation, you simply need to politely decline the job offer and thank the hiring manager for their time. But remember: You never know who may be able to connect you with your next, great opportunity, so keep your email professional!

Dear [NAME],

Thank you again for taking the time to meet with me, and of course, thank you so much for offering me an opportunity to join the team at [ORGANIZATION NAME].

While I enjoyed learning about the [TITLE] role and [ORGANIZATION NAME], after a lot of reflection, I’m not confident that this is a fit for me and so unfortunately, I will have to decline your offer.

I look forward to staying connected with you and [ORGANIZATION NAME], and I’m eager to continue to read about all of your good work in [ISSUE AREA].

Thank you again, and I wish you the best of luck in your search for the [ROLE TITLE].

Warmest regards,

[YOUR NAME]