How to decline a job offer, with email templates

The short answer

Decline as soon as you are sure, in writing, in a short and gracious note that thanks the employer, says clearly that you are declining, gives a brief reason only if you wish and leaves the door open. If you have spoken often with the hiring manager, a call first and a written note after it is a courteous choice.

When to decline

Situation	Approach
You have accepted another offer	Tell the employer as soon as you decide and thank them for their time.
The role is not the right fit	Say so once you are sure and do not wait for the deadline.
Your current employer has made a counter offer	Decide first, then decline promptly and politely, as described in the next section.
You are still unsure as the deadline nears	Ask in writing for a short extension rather than letting the deadline pass.
You are in a hiring process but no longer want the role	Send the recruiter a short note withdrawing rather than going silent.

How to decline well

Thank them for the time and trust.
Be clear that you are declining and do not leave the decision open.
Give a short, truthful reason or none.
Do not criticize the company or the people.
Offer to stay in touch.

If your current employer makes a counter offer

Pause long enough to make your own decision before replying to either employer. Look at what prompted your search and whether staying would meet your priorities, rather than treating the counter offer as an answer by itself.

Ask yourself these questions before you decide:

Why did I start looking?
Does this change address those reasons?
How do I feel about the way it was offered?
What does staying mean for my next move?
What do I owe the new employer in courtesy and speed?

If you decide to stay, tell the new employer promptly. Use the third template below to give a clear, gracious answer without sharing details you prefer to keep private.

Four email templates

Replace the bracketed placeholders with accurate details. Use a reason only if it is true and you want to share it.

A short, polite decline

Subject: Decision on the [Position] offer

Dear [Name],

Thank you for offering me the [Position] role at [Organization] and for the time you spent with me. After careful consideration, I have decided to decline the offer.

I appreciate your consideration and would welcome staying in touch.

Best,
[Your name]

Declining because you accepted another role

Subject: Decision on the [Position] offer

Dear [Name],

Thank you for the offer for [Position] and for your time throughout the process. I have accepted another role and am declining your offer.

I appreciate the opportunity to meet the team and wish you well with the search. I would be glad to stay in touch.

Best,
[Your name]

Declining because you are staying with your current employer after a counter offer

Subject: Decision on the [Position] offer

Dear [Name],

Thank you for offering me the [Position] role and for the time and care you put into the process. After considering a counter offer from my current employer, I have decided to stay and must decline your offer.

I appreciate your trust and wanted to let you know promptly. Thank you for your understanding; I would welcome staying in touch.

Best,
[Your name]

Declining while keeping the door open for the future

Subject: Thank you for the [Position] offer

Dear [Name],

Thank you for offering me [Position] at [Organization]. After careful consideration, I have decided to decline this offer. [Brief, truthful reason, if you wish to share it.]

I appreciate the opportunity to get to know the team. I would welcome staying in touch and discussing a future role if our priorities align.

Best,
[Your name]

After you decline

Keep the contact warm with an occasional relevant note if you both want to stay in touch. Record the outcome in your job application tracker so you remember the decision and the people you met. Tell anyone who referred you and thank them for their help.

Common mistakes

Letting the response deadline pass without an answer.
Sounding unsure when you have already decided.
Inventing a reason to avoid a brief, honest response.
Criticizing the employer or sharing private details about another offer.
Forgetting to tell the person who referred you.

FAQ

How do I decline a job offer politely?

Thank the employer and say clearly that you are declining the offer. Give a brief, truthful reason only if you wish. Keep the note gracious and offer to stay in touch if you mean it.

Should I give a reason when I decline a job offer?

You do not need to give a detailed explanation. A short, truthful reason can help, but a clear decision and thanks are enough. Avoid criticism or private details about another offer.

What do I say if my current employer makes a counter offer?

Decide whether staying addresses the reasons you began looking. If you choose to stay, tell the new employer promptly that you are declining their offer. Thank them for their time and trust without turning the note into a comparison of the offers.

Can I decline a job offer by phone?

Yes, a call can be a courteous choice when you have spoken often with the hiring manager. State your decision clearly and thank them for the opportunity. Follow the call with a short written note so your answer is easy to refer to.

How soon should I decline a job offer?

Reply as soon as you are sure of your decision. Do not wait for the deadline just because there is time left. If you are still deciding, ask in writing for a short extension rather than going silent.

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