Once you decide not to accept a job offer, tell the employer promptly, thank them, and state clearly that you are declining. You do not have to share private details or give a long explanation. Email is one practical option, but career-service advice differs on whether to use email or speak by phone.
What to include in a polite decline
- Thank the employer: Acknowledge the offer and the time the hiring team spent with you.
- State your decision plainly: Say that you have decided to decline the offer. Avoid wording that could leave the employer unsure whether you are still considering it.
- Give a brief reason only if you want to: You can say that you accepted another position or that the role is not the right fit. Detailed information is not required.
- Close courteously: Thank them again and wish the team well. Offer to stay in touch only if you mean it.
Communicate once you have made your decision. Prompt notice lets the employer continue its hiring process; the University of Wisconsin–Madison and Indeed both recommend responding promptly and professionally.
Choose email or phone based on the situation
There is no single channel recommendation across career services. The University of Wisconsin–Madison and Cal Poly describe email and phone as options. Harvard recommends declining in a real-time phone conversation and then following up with people you met during the process. Email works well for a concise written message; if you choose a call, use the same essentials: express thanks, clearly decline, and keep any explanation brief.
Email samples you can adapt
Replace the bracketed details with accurate, specific information. These are adaptable drafts, not quotations; do not include a reason that is untrue.
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After accepting another position
Subject: Thank you for the offer — [Your name]
Dear [Name],
Thank you for offering me the [position] role at [company] and for the time you and the team spent with me. After careful consideration, I have accepted another opportunity, so I must respectfully decline. I appreciated learning about [specific team, project, or aspect of the organization] and wish you and the team well.
Best,
[Name]
When the role is not the right fit
Subject: [Position] offer — [Your name]
Dear [Name],
Thank you for offering me the [position] role. After careful consideration, I have decided to decline because the opportunity is not the right fit for my goals at this time. I appreciate your time and the chance to learn more about [company/team]. Thank you again, and I wish you success with the search.
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Best,
[Name]
When you prefer not to share a reason
Subject: [Position] offer — [Your name]
Dear [Name],
Thank you for offering me the [position] role. After careful consideration, I have decided to decline the offer. I appreciate your time and consideration, and I wish you and the team the best.
Best,
[Name]
If you want to decline by phone
Keep the call short and professional. You can adapt the opening of any sample above: thank the person for the offer, say directly that you have decided to decline, and give a brief reason only if you wish. If you spoke with several people during the hiring process, Harvard advises following up with the people you met.
Rank #3
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Keep the explanation honest and concise
You can decline without disclosing personal or financial details. If you choose to explain, one short sentence is enough: for example, that you accepted another position or that the opportunity is not the right fit for your goals. A courteous message does not require you to justify the decision at length.
Quick Recap
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