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How to decline a job offer politely

Tell the employer within a few days, by phone if you can, and confirm in a short email. Thank them for their time, say clearly that you're declining, give one brief reason without criticism, and say you'd like to stay in touch.

A man in his late 20s in a gray sweater at a kitchen table in the evening, on a friendly phone call, with a printed offer letter beside his laptop

What should you say when you decline a job offer?

  1. 1

    Respond within a few days

    Once you've decided, tell them. The University of Cincinnati says to aim for a few days, so the hiring team can move forward.

  2. 2

    Thank them

    For the offer, and for the time they spent interviewing you.

  3. 3

    Say no clearly

    Leave no doubt about the decision: “I've decided not to accept the offer.”

  4. 4

    Give one short reason

    Two HR professors at USC say most employers expect at least a light explanation, but not detail. One sentence is enough.

  5. 5

    Leave the door open

    Say you'd like to stay in touch. You may work with these people again.

Should you decline a job offer by phone or email?

Call if you can, then confirm by email. Jamie Latiano Jacobs, who teaches human resource management at USC, says a phone call is the most professional way in most cases, because the company invested time in you. The University of Cincinnati says email is fine for most situations, and suggests a short call plus a confirming email after several rounds or a close relationship with the hiring manager. If you only email, offer to talk.

  1. On the phone

    Say“Thank you again for the offer and for the time your team spent with me. I've thought it over, and I've decided not to accept. [One-sentence reason.] It wasn't an easy decision, and I'd like to stay in touch.”

  2. In the email

    WriteSubject: Job offer, [your name]. “Dear [name], thank you for offering me the [job title] role at [company]. After careful thought, I've decided not to accept. [One-sentence reason.] I enjoyed meeting the team, and I appreciate the time you spent with me. I hope we can stay in touch. Best regards, [your name]”

What reason should you give?

One honest sentence, kept general. Indeed suggests leaving out specifics like the pay or how you felt about the manager, and saying you've accepted another offer or the role isn't the right fit. USC's HR professors say a general note that the pay wasn't the right fit is fine too.

  1. You accepted another offer

    Say“I've accepted a position with another company.”

  2. The pay didn't work

    Say“The compensation isn't the right fit for me right now.”

  3. The role isn't the right fit

    Say“I've decided this role isn't the right fit for my goals at this time.”

  4. You're staying where you are

    Say“After careful thought, I've decided to stay in my current role.”

  5. Location or personal reasons

    Say“My circumstances have changed, and I need to stay closer to home.”

Would more money change your answer? How to negotiate salary →

Saying yes instead? How to accept a job offer →

Can you decline a job offer after accepting it?

Yes. USC notes that most US employment is at-will, which generally lets either side end it at any time, even after you've signed. Call the hiring manager or recruiter right away, give a brief reason, apologize for the trouble and thank them. Do it soon: they may have paused other candidates or planned around your start date.

What mistakes should you avoid?

  1. Going silent

    Don't ignore the offer and hope they move on. Decline it formally.

  2. Taking a week or more

    USC's advice is to decline within a few days rather than let it drag on.

  3. Criticizing the company or the team

    Keep negative feedback out of it.

  4. Over-explaining

    One sentence of reason is enough.

  5. Skipping the thank-you

    They spent time on you. Say that you noticed.

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