- You can decline an offer politely while preserving professional relationships.
- Choosing the right method and timing makes your refusal clear and respectful.
- A short, specific script or email reduces awkwardness and prevents follow-up pressure.
- Document the conversation and stay open to future opportunities with the hiring team.
Knowing how to decline job offer politely helps you protect your reputation and keep doors open for the future. This guide walks you through deciding, communicating, and documenting your refusal with clear scripts and examples so you feel confident and respectful.
Step-by-Step Guide
Decide how to decline job offer and confirm your reasons
Before you respond, write down the specific reasons you will give for declining and why those reasons matter to you. Having clarity prevents mixed messages and helps you keep the conversation brief and honest.
Consider factors like compensation, role fit, location, timing, or another accepted offer to form a concise explanation you can stick to.
Review any offer deadlines and check whether you need to negotiate first or decline immediately. If you plan to negotiate, prepare one counteroffer point and a deadline for the employer to respond so you do not leave either side waiting.
If you have accepted another offer, note the start date and any commitments that make the new role the right choice for you.
- Write three short sentences that explain your reason, then practice them aloud to sound natural.
- If salary is the issue, state a specific shortfall rather than vague dissatisfaction.
- Decide in advance whether you will mention another offer, so you remain consistent.
Choose how to decline job offer, by phone or email
Select the communication method based on how they made the offer and the stage of the process, and pick the most respectful channel. If a hiring manager or recruiter extended the offer by phone, call back for a verbal decline when possible; if the offer came by email, a reply email is acceptable.
For senior roles or when you had many interviews, a phone call shows extra respect, while email is fine for standard offers or when scheduling calls is hard.
If you choose a call, schedule it so the person can take it without distraction and be ready with your short script. If you choose email, keep the subject clear and the body concise with appreciation, your decision, and a brief reason.
Avoid long justifications and do not use messaging platforms unless that was the primary communication channel.
- If unsure, ask the recruiter what they prefer to receive, phone or email.
- Schedule calls during business hours and confirm a 10-minute window so you both have time.
- Use email when you want a written record or when time zones make calls difficult.
Write a short script or email for how to decline job offer
Keep your message brief, polite, and specific, with three parts: thanks, decision, and brief reason. For a phone script, open with thanks, state your decision clearly, give a concise reason, and offer appreciation for their time, for example, "Thank you for the offer.
After reviewing my options I have decided to accept a different position that better fits my timing. I appreciate your time and wish the team success.
" For an email, use a clear subject line like "Job Offer — [Your Name]" and a short body that mirrors the phone script so the tone is consistent.
Include an offer to stay connected if you genuinely want future contact, for example, "I hope we can keep in touch on LinkedIn. " Avoid detailed explanations or emotional language that can invite negotiation.
Dear [Name],
Thank you for the offer for the [Role]. After careful consideration I have decided to accept a different position that aligns more closely with my current goals.
I appreciate your time and hope we can stay in touch.
- Use simple sentences and avoid over-explaining to prevent reopening negotiations.
- Keep one saved template you can personalize quickly to save time.
- End with a forward-looking line like offering to connect on LinkedIn if sincere.
Deliver the decline and handle follow-up or counteroffers
When you deliver your decision, be firm but polite and thank the team for their time and interest. If the employer counters with a better offer, pause and restate your priorities, for example, "I appreciate the revised offer, but my decision is based on timing and location which a change in salary will not solve.
" This keeps the conversation clear and avoids being swayed by pressure alone.
If you are open to reconsidering under specific conditions, state them clearly and set a short deadline for any new offer to prevent ongoing back-and-forth. If you do not want to negotiate, say so kindly and close the conversation with thanks; this preserves goodwill and keeps relationships intact.
- If you need time to consider a counteroffer, request 24 to 48 hours to respond.
- Avoid discussing personal details that can complicate the decision, keep it professional.
- If you accept a counteroffer elsewhere, inform the original employer promptly and respectfully.
Record the outcome and maintain professional relationships
After you decline, save the email or note the call details including names, dates, and what was said for your records. This helps if the company reaches out later or if you need to reference the interaction in your network.
Consider sending a brief follow-up LinkedIn message to the hiring manager or recruiter thanking them again and expressing interest in future opportunities, for example, "Thanks again for the offer, I enjoyed learning about your team and would welcome staying in touch.
Keeping a polite record and a short connection message preserves your professional brand and leaves the door open for future roles. People change jobs and needs change, so a respectful decline today can become a positive interaction months or years from now.
- Log the interaction in your job tracker with dates, who you spoke to, and any notes.
- Send LinkedIn connection requests with a one-line note referencing your conversation.
- If you have external recruiters, tell them you declined and why to help future matches.
Common Mistakes to Avoid
Pro Tips from Experts
If you want to stay connected, suggest a specific way to keep in touch like a quarterly check-in or following each other on LinkedIn to make future outreach easier.
Keep a short template folder with neutral decline phrases and a few personalization tokens like the role title and hiring manager name to speed replies while keeping them thoughtful.
When negotiating beforehand, set non-negotiable criteria in writing for yourself so you know immediately whether to pursue changes or decline the offer.
Declining an offer professionally protects your reputation and keeps future opportunities possible while honoring your own priorities. Use a clear, brief script, choose the right channel, and document the result so you leave the relationship in good standing.
Take the small extra step to follow up and you will maintain contacts that can benefit your career later.
Overview — Why and How to Decline a Job Offer
Declining a job offer is a normal, professional step when a role doesn’t fit your goals. Do it promptly, clearly, and politely so you preserve relationships and your reputation.
Begin by confirming the deadline in the offer letter. If the employer asked for a decision within 48–72 hours and you need more time, ask for an extension immediately.
Follow a simple structure when you communicate: 1) thank the hiring manager, 2) state that you are declining, 3) give a concise reason (optional), and 4) offer goodwill for future connection. For example: “Thank you for the offer.
After careful consideration I will decline as the salary is 20% below my target range. ” Use email for most declines; call only if you already built a personal rapport or if the company expects an immediate verbal response.
Be brief but human. Avoid over-explaining or criticizing the company.
If you accepted another offer, say so without naming the employer: “I accepted another opportunity that better matches my career path. ” If compensation is the issue, you can mention the gap in concrete terms: “the offer is $10,000 below the compensation I need.
Logistics: return any signed offer letters, clear up any pre-employment screening appointments, and remove pending references if asked. Keep a record of the communication date and method.
Actionable takeaway: Respond within the employer’s deadline, use the thank-then-decline structure, state one short reason if helpful, and maintain a professional tone to preserve future options.
Subtopics — Specific Scenarios and Scripts
Different situations require tailored wording. Below are five common scenarios with short, ready-to-use scripts and next steps.
1) You got a better offer
- •Script: “Thank you for the offer. I’ve accepted another role that aligns more closely with my long-term goals, so I must decline. I appreciate your time and hope we can stay connected.”
- •Next steps: Notify within 24–48 hours; connect on LinkedIn.
2) Compensation mismatch
- •Script: “Thank you. The position is appealing, but the salary of $70,000 is below my required $85,000, so I must decline.”
- •Next steps: If open to negotiate, invite a counteroffer: “If you can meet $85,000, I’d be interested.”
3) Culture or team fit concerns
- •Script: “I appreciate the offer. After learning more about the team structure, I don’t feel it’s the right fit for my work style, so I will decline.”
- •Next steps: Keep it non-specific; avoid naming individuals.
4) Location or commute issues
- •Script: “Thanks for the offer. The required daily commute of 60 minutes makes this role impractical for me, so I must decline.”
- •Next steps: Ask if remote/hybrid options exist before declining if you want flexibility.
5) After you already accepted (rescinding)
- •Script: “I regret to inform you that due to unforeseen circumstances, I cannot start as planned and must withdraw my acceptance.”
- •Next steps: Apologize, give at least two weeks’ notice if start is soon, and offer to help transition.
Actionable takeaway: Choose the scenario that fits, use the provided script, then follow the listed next steps promptly.
Resources — Templates, Checklists, and Legal Tips
Use these practical resources to make a clean, professional decline.
Templates (copy-and-paste)
- •Short email: “Subject: Offer Decision — [Your Name]
Thank you for the offer. After careful thought, I have decided to decline.
I appreciate your time and wish the team success.
- •Phone script: “Hi [Name], thanks again for the offer. I’ve decided to pursue a different opportunity and must decline. I appreciate your time and hope we cross paths in the future.”
Checklists
- •Before you decline: 1) Confirm decision deadline; 2) Re-check total compensation (salary, bonus, benefits); 3) Ask for clarification if any element is unclear; 4) Decide on email vs call.
- •After you decline: 1) Send confirmation email; 2) Update job search trackers within 24 hours; 3) Connect with interviewer(s) on LinkedIn within 48 hours.
Negotiation quick guide
- •If negotiation remains an option, request a written counteroffer within 48 hours. Cite a specific number or range (e.g., $85,000–$90,000) and one non-salary priority (remote work, title, sign-on).
Legal and professional notes
- •Review any signed documents before withdrawing acceptance; contracts can create obligations. If unsure, ask a lawyer or HR if there are start-date penalties.
Actionable takeaway: Use the templates, follow the checklists, and seek clarification or legal advice before withdrawing a signed agreement.