How to Decline a Job Offer the Right Way

May 16

You received a job offer—but for one reason or another, you’re not going to accept it. And that’s okay.

Maybe the salary wasn’t what you expected. Maybe you accepted another offer. Or maybe something just didn’t feel right.

Whatever your reason, how you decline the offer matters.
Because industries are smaller than you think—and so is LinkedIn.

Handled the right way, your “no” can actually strengthen your reputation, preserve future opportunities, and show you’re someone who values clarity and professionalism.

Here’s how to do it—with confidence, kindness, and zero awkwardness.

Explore Your Opportunities with TIMPL

Table of Contents

How to Politely Decline a Job Offer (Step-by-Step Guide)
Professional Email Templates for Turning Down a Job Offer
How to Genuinely Keep the Door Open after Declining a Job Offer
Related Guides

How to Decline a Job Offer: A Practical Step-by-Step Guide

Step 1: You’ll Likely Get a Verbal Offer First (Phone or Call)

Most job offers start with a phone call from the recruiter or hiring manager. It’s informal—but important.

What to do:

Say thank you and express appreciation.
Don’t accept or decline on the spot (unless you’re 100% ready).
Ask when you can expect the written offer.
If needed, say:

“Thanks so much. I’m excited. I’d love to review the offer in writing before responding. When should I expect it?”

Step 2: Wait for the Written Offer (Email or Letter)

The official offer will include your title, salary, benefits, start date, and sometimes additional documents like an NDA or employee handbook.

What to do:

Read everything carefully.
Compare it against your expectations, notes, and any other offers.

Step 3: Acknowledge the Offer Within 24–48 Hours

Even if you need more time to decide, always send a message back to confirm you received it.

What to say:

“Thank you for the offer. I’d like a couple of days to review and make a thoughtful decision. Would [insert date] work for a response?”

This keeps the relationship strong and professional.

Step 4: Make Your Decision

Once you’ve weighed everything (pay, benefits, growth, culture), make a clear decision. Don’t wait too long beyond your requested timeline.

Check out Things to consider before accepting (or decline) a job offer

If you decide to decline:

Step 5: Politely Decline the Offer

Use email (or phone, if you feel it’s more appropriate), and follow the structure:

Thank them for the offer
Politely decline
Offer a short reason (optional)
Express appreciation
If genuine, say you’d like to stay in touch

Thinking of turning down the offer because of salary? Don’t walk away just yet—there might be room to negotiate. Watch this video for expert tips before you say no.

Learn more at How to negotiate salary after a Job offer (in 7 steps)

Professional Email Templates for Turning Down a Job Offer

Use these templates as a starting point. If you prefer to write your own message, these examples show the tone and structure that works best.

1. If You Accepted Another Offer

It’s short, warm, and shows appreciation—without going into too much detail about your new role. You acknowledge their time and leave the relationship on good terms.

Subject: Job Offer – [Your Name]
Hi [Hiring Manager],
Thank you again for offering me the [Job Title] position. I truly appreciate the time you and your team spent throughout the process.

After careful consideration, I’ve accepted another opportunity that aligns more closely with my goals at this time.

It’s been a pleasure getting to know you, and I hope we can stay in touch. Wishing you and your team continued success.
Best regards,
[Your Name]

2. If the Job Isn’t the Right Fit

You’re not required to justify your decision, but acknowledging the mismatch in fit is perfectly acceptable and appreciated.

Hi [Hiring Manager],
Thank you so much for the offer and for the chance to get to know your team. I appreciate the time and care you put into the process.

After some thought, I’ve decided this role isn’t the right fit for me right now.

I truly appreciate your consideration and wish you all the best moving forward.
Sincerely,
[Your Name]

3. If You’re Declining After Accepting

This message balances honesty with professionalism. It acknowledges that the decision may cause inconvenience while also reaffirming your appreciation for the offer and the team.

Subject: Update on Offer – [Your Name]
Hi [Hiring Manager],
Thank you again for the opportunity to join [Company Name]. After further reflection, I’ve decided to withdraw from the position.

This wasn’t an easy decision, and I sincerely apologize for any inconvenience it may cause. I’m grateful for the offer and the positive experience I had with your team.

Wishing you continued success.
Sincerely,
[Your Name]

4. Turning Down a Job Offer (But Keeping Doors Open)

Subject: Thank You – [Your Name]

Hi [Hiring Manager’s Name],

Thank you again for the offer to join [Company Name] as a [Job Title]. I truly appreciated the time you and the team spent throughout the process — from our first conversation to learning more about the role and company culture.

After careful thought, I’ve decided to move forward with a different opportunity that feels like a better fit for where I am right now. That said, I want to say how much I enjoyed getting to know you and learning about the great work your team is doing.

I hope we can stay in touch. And if you’re still hiring, I’d be happy to refer other strong candidates in my network — just let me know.

Wishing you continued success and hoping our paths cross again down the line.

Warmly,
[Your Name]

Need Career Advice? Talk to an Expert

How to Genuinely Keep the Door Open after Declining a Job Offer

If you want to leave a lasting, positive impression—even while saying no—try these small but meaningful moves:

Connect on LinkedIn.
After sending your email, follow up with a short, friendly message:
“Thanks again for the opportunity—it was a pleasure getting to know you. I hope we can stay in touch!”
Mention something you genuinely admired.
Maybe it was the team’s energy, the company’s mission, or the way your interviewer led the conversation. Call it out. People remember that.
Offer to refer someone.
If you know someone who could be a good fit, offering a referral shows thoughtfulness and strengthens the relationship.

These small gestures can turn a polite “no” into the beginning of a lasting professional connection.

Be prompt. Be kind. Be confident. Say “no” the right way—and say “yes” to what moves you forward.

Interview Tips

Why Do You Want This Job?

What Is a Good Weakness to Say in a Job Interview?

Exit Interview Checklist with Examples

How to follow up after a job interview

Best interview questions to leave a lasting impression

"Tell Me About Yourself." - Expert answer.

How To Negotiate Salary (using power dynamics)

Do You Still Need an Objective on Your Resume?

Career guide