Once you have decided not to take a job, tell the person who made the offer promptly, thank them, and state clearly that you are declining. A short, courteous phone call or email is usually enough; follow any instructions from the employer and do not accept an offer simply to buy time if you already know your answer.
What to say when you decline a job offer
A professional decline needs only a few elements: appreciation, a direct decision, an optional brief explanation, and a courteous close. You do not need to provide a detailed defense of your choice. Address the recruiter or hiring manager who gave you the offer, and make sure there is no ambiguity about your answer.
Email example
Subject: [Role] offer
Hello [Name],
Thank you for offering me the [Role] position and for the time you and the team spent speaking with me. After careful consideration, I’ve decided to decline the offer. [Optional: I’ve chosen another opportunity that better fits my current goals.] I appreciate the opportunity and wish you and the team all the best.
Best,
[Name]
This is a starting point, not a script you must use word for word. Keep the reason honest and brief, or leave it out. Kean University’s career-services guidance recommends a clear, respectful response to the person who extended the offer, while MIT’s correspondence guidance supports concise professional writing: Kean University and MIT.
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Should you decline by phone or email?
Use the channel the employer requested if there is one. Otherwise, consider how you have communicated with the hiring contact and whether a live conversation is practical. Harvard College recommends a real-time phone conversation and suggests emailing or leaving a message to arrange one; other career-services guidance and Indeed examples also treat email as a workable option.
| Channel | When it may fit | How to handle it |
|---|---|---|
| Phone | A live conversation is feasible or the employer has asked to speak with you. | Thank the contact, say directly that you are declining, and give a short reason only if you wish. If you cannot reach them, ask for a call back or email to schedule a specific time rather than delivering the decision in a voicemail. |
| You need a practical written response or the employer has been communicating by email. | Write to the person who made the offer. Keep the message concise, clear, and appreciative. |
For more on phone etiquette, see Harvard College’s offer guidance. Examples of both approaches are also available from Indeed’s email and phone overview and its phone-specific guide.
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How soon should you respond?
Respond as soon as you have made your decision. Prompt notice gives the employer a clearer answer about the opening and avoids leaving the offer unresolved. Harvard College and Cal Poly Career Services both advise timely communication; Cal Poly recommends giving the employer as much notice as possible. See Harvard’s guidance and Cal Poly’s job-search guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What if you have already accepted?
That is different from declining an offer you have not accepted. Harvard advises honoring a signed or verbal commitment, and Cal Poly cautions against accepting with the intention of later withdrawing. If your circumstances have changed after you accepted, contact the employer promptly and honestly, and consider speaking with a career counselor about how to proceed. Whether a particular commitment has legal consequences depends on its terms and applicable law; the career-services guidance cited here does not establish a universal legal outcome.
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Read Harvard’s offer guidance and Cal Poly Career Services’ job-search guidance for their advice on commitments and offer communication.
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