Decline a Job Offer Politely
The short answer
Decline as soon as you decide, so the company can move to the next candidate. Thank them for the offer, say clearly that you cannot accept, give a short true reason if you wish, and wish them well. The template keeps the tone warm and the door open.
Say no kindly, so the door stays open.
Leave empty for “Sir/Madam”.
Keep it short and polite. You do not have to give a reason.
Your letter
Keep a copy of everything you send. Check your offer letter or appointment letter for the exact notice period and any rules about leaving, because they decide what you can ask for. Your details stay in your browser.
Everything runs in your browser. What you type is not sent anywhere.
How to: Decline a Job Offer Politely
- 1Decide, then write as soon as you can.
- 2Fill in your name, the role, the company and the HR contact's name.
- 3Add a short reason, such as a different role that suits your plans.
- 4Copy the email and send it as a reply to the offer.
At a glance
- Timing
- As soon as you decide
- Say
- Thanks, a clear no, and good wishes
- Avoid
- Naming a competitor or comparing pay
Frequently asked questions
Do I have to give a reason?
No. A short, general reason is enough, such as having accepted another opportunity that fits your goals.
Will declining hurt my chances later?
A polite, quick refusal rarely does. Recruiters remember people who were clear and kind, and many reach out again for other roles.