How to Decline a Job Offer Email?

08 November 2023

How to Decline a Job Offer Email?

Deciding to reject a job offer can be a challenging decision. However, once you've made up your mind, it's crucial to communicate your decision professionally and respectfully. This article will guide you on how to decline a job offer via email, ensuring you leave a positive impression.

Understanding the Importance of Declining Gracefully

Before we delve into the specifics of writing a rejection email, it's essential to understand why it's important to decline a job offer gracefully. First, the world is smaller than you think. You never know when you might cross paths with the hiring manager or the company in the future. Therefore, maintaining a good relationship is crucial.

Secondly, declining a job offer respectfully shows your professionalism. It reflects positively on your personal brand, which can be beneficial for your career in the long run. Lastly, it's simply the right thing to do. The hiring team invested time and effort into the recruitment process, and they deserve a proper response.

Key Elements of a Job Rejection Email

Now that we understand the importance of declining a job offer gracefully, let's look at the key elements that should be included in a job rejection email.

Firstly, the subject line should be clear and straightforward. It should include your name and the position you applied for. Secondly, address the hiring manager or recruiter by their name. This shows respect and personalizes the email. Thirdly, thank them for the offer and the opportunity to interview for the position. This shows your appreciation for their time and effort.

Next, clearly state your decision to decline the offer. Be direct, but polite. You don't need to go into detail about your reasons for declining. However, if you feel comfortable, you can provide a brief explanation. Finally, end the email on a positive note. Express your hope to stay in touch, and wish the company success in the future.

Sample Email to Decline a Job Offer

Here's a sample email that incorporates all the key elements discussed above:

Subject: Re: Job Offer - [Your Name]

Dear [Hiring Manager's Name],

I want to express my sincere gratitude for offering me the opportunity to work at [Company Name]. I appreciate the time and effort you and your team have spent on my application and interviews.

After careful consideration, I have decided to decline the job offer. This decision was not easy, but I believe it's the best choice for me at this time.

I hold [Company Name] in high regard and hope that we might cross paths again in the future. I wish you and your team all the best.

[Your Name]

This email is polite, professional, and leaves a positive impression. Feel free to use it as a template and adjust it according to your needs.

Additional Tips for Declining a Job Offer

Respond Promptly

Once you've made your decision, it's important to let the employer know as soon as possible. This allows them to move forward with other candidates and fills the position quickly.

Keep it Brief and Professional

While it's important to be polite and respectful, there's no need to write a lengthy email. Keep your message concise and professional. Avoid using overly emotional language or giving unnecessary details about your decision.

Don't Burn Bridges

Even if you're declining the offer, it's important to maintain a positive relationship with the employer. You never know when you might need a reference or come across the same hiring manager in the future.


Declining a job offer is never easy, but it's a necessary part of the job search process. By following the guidelines and tips in this article, you can ensure that you handle this situation with grace and professionalism. Remember, the goal is to leave a positive impression, even if you're not accepting the job offer.

About the author
Arnaud Belinga
Arnaud Belinga
Arnaud Belinga is the Co-Founder & CEO at Breakcold. He talks about Sales CRM use, marketing & sales. He loves Surfing 🏄‍♂️ & Skateboarding 🛹️.
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