How to decline a job offer, even one you've accepted
Key takeaways
- A standard decline needs four things: a prompt reply, thanks for the offer, a clear statement that you're declining, and a brief reason if you want to give one. A detailed explanation is optional.
- Withdrawing an acceptance is a different situation from declining an offer you never answered, and it calls for more urgency and more care than the standard case.
- If you'd like to be considered for future roles at the same company, say so plainly in the message rather than leaving it to be inferred.
Turning down an offer is usually a short, straightforward message. The harder part is deciding how much to explain, and knowing what to do if you've already said yes.
Reply as soon as you've decided, thank them for the offer and the time they put into the process, say clearly that you're declining, and keep your reason short. That covers a standard decline. The templates below cover that case and three harder ones.
Standard decline
Use this when you've decided against the role and there's no reason you particularly want to go into. Two short paragraphs is a complete reply, and nothing in it needs defending.
Send it to whoever made the offer. If a recruiter has been your main contact through the process, reply to them and they'll pass it on. Email is enough on its own, although if you've spoken with the hiring manager several times, a short call before the email is a reasonable courtesy.
Standard decline
Short is fine. You're not obliged to explain further than this.
Dear [hiring manager's name],
Thank you for offering me the [job title] position. I've decided not to move forward with it.
I appreciate the time you and the team put into the process, and I wish you well finding the right person.
Kind regards,
[Your name]
Declining for another offer, while staying in touch
If you'd genuinely consider working with this company later on, say so directly rather than leaving it to be inferred. A clear line about future roles is easier for them to act on than a warm but general goodbye.
You don't need to name the other employer or what they're paying you. Saying that the other role is a closer fit for what you're looking for right now explains the decision without opening a negotiation you've already finished having.
Declining for another offer
Naming the interest in future roles plainly is more useful to both of you than a vague, generic goodbye.
Dear [hiring manager's name],
Thank you for the offer of [job title]. After careful thought, I've accepted another role that's a closer fit for what I'm looking for right now.
I really enjoyed learning about [company] through this process, and I'd welcome the chance to be considered for future opportunities.
Thanks again for your time.
Kind regards,
[Your name]
Declining over salary or package
You don't have to disclose numbers if you'd rather not, though naming the gap can turn a decline into one more round of negotiation. If you would take the role at a different figure, it's worth saying so, because an employer can't revise an offer they don't know falls short.
The answer may still be no, and the same message works as a decline if it is. Reading it that way before you send it is a useful check: you want a note you'd be comfortable having sent either way.
Declining over salary or package
Worth trying if you'd genuinely take the role at the right number. Some employers will come back with a revised offer and many won't.
Dear [hiring manager's name],
Thank you for the offer of [job title]. The role itself sounds like a strong fit, but the salary offered doesn't match what I need to make the move.
If there's flexibility on the package, I'd be glad to discuss it. Otherwise, I'll need to decline, and I appreciate your time either way.
Kind regards,
[Your name]
If you've already accepted
Once you've accepted, even before signing a formal contract, you may have entered a binding agreement, and walking it back can carry more weight than declining an offer you never responded to. This is general information, not legal advice, and if the offer involves a signed contract or a long notice period, it's worth a quick conversation with a lawyer or your union before you send anything.
In practice, most employers won't pursue a new hire who backs out before starting, since proving a financial loss from it is difficult and rarely worth the effort. The cost is more likely to be reputational, with that company and with anyone they talk to in your industry, which is why speed and honesty matter more here than in any other version of this letter. Tell them as soon as you're certain, and give them the real reason rather than a tidier one.
Backing out after accepting
Send this the moment you know, by phone first if you can manage it, then in writing. The longer you wait, the more disruption it causes them.
Dear [hiring manager's name],
I need to let you know, as early as I can, that I have to withdraw my acceptance of the [job title] position.
[Brief, honest reason, a competing offer, a change in personal circumstances, or new information about the role.] I understand this creates real inconvenience so close to a yes, and I'm sorry for that.
Please let me know if there's anything I can do to make the transition easier on your end.
Kind regards,
[Your name]
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