How to Respectfully Decline a Job Offer via Email

We show you how to politely turn down a job offer via email without burning your bridges.

By Venus Gentile, Monster Contributor

You've received a job offer but decided to turn it down. Firstly, congrats! A job offer is an excellent sign that you've been diligent in your search and worked hard to trump the competition. However, it may feel like a bittersweet moment if you've chosen not to take it after carefully evaluating the offer. Maybe the money's not enough, you've realized the commute is too long, or the job just doesn't align with your goals. Whatever the reason, the best way to handle the situation is with grace and gratitude when you decline your job offer in an email.

If you’re no longer interested in the offer, you might be tempted to ignore it without replying and just move on. However, this could have a negative impact on your career in the long run. Remember, a professional email can help you maintain a positive relationship with the employer. You never know when you might want to apply for a different role at that same company or when your paths will cross again. So, above all, stay on good terms and do the right thing.

In this article, we offer our best practices for declining a job offer in an email. We also show you how to write a rejection letter for a job offer with email examples you can customize based on your circumstances.

Steps to Turn Down a Job Offer in An Email

If you've found yourself in the awkward situation of needing to turn down an offer you once thought you wanted and need help composing an email to decline a job offer, we've got you covered. Let's walk through some steps to keep in mind when respectfully and professionally rejecting an offer.

1. Send the Email Promptly

Once you're ready to decline your job offer in an email, don't procrastinate! As soon as you've made your decision, start writing your letter and send it off. This shows consideration and allows the company to move forward in its search for other potential candidates. Remember, it's essential that you keep a relationship building mindset rather than a transactional one. And, if the roles were reversed, you would expect the same courtesy.

2. Be Courteous and Show Your Appreciation

When writing your job offer rejection letter, keep it polite and always express your gratitude. Starting your email with a heartfelt “thank you” can help set a positive tone and show appreciation for the time and effort the recruiter and hiring manager put into the interview process.

If you're tempted to include negative comments about the company or the job, please don't. You never know, you might find yourself crossing paths with them in the future, so you want to avoid burning any bridges.

3. Keep Your Email Brief and to the Point

Declining a job offer in an email does not need to turn into an elaborate story filled with fanciful comments and explanations. You don't have to go into a lot of detail or give a lengthy explanation of your decision. Instead, keep your message clear and concise.

While it's not necessary to give a specific reason for declining a job offer, it can be helpful for the hiring manager to understand your decision. If you choose to give a reason, keep it brief and professional. However, when you decline a job offer in your email it's sufficient to say that the job offer isn't the right fit for you or that you've accepted another position.

4. Consider Offering to Stay in Touch

Even if you decline the job offer, leaving the door open for future possibilities is always a good idea. Whatever the situation, look at the opportunity as a way to build your professional network. Remember, the working world can be surprisingly small. So, before ending your email, consider offering to stay in touch and provide additional contact information.

How to Decline a Job Offer: Email Examples

Now you know the best practices to use to turn down a job offer in an email, let’s take a look at how you can use this information to compose your email. Here are three job offer rejection email templates for various scenarios to help you get started.

Scenario 1: You've Accepted Another Job Offer

When you decline a job offer in an email after accepting a better offer, it's important to be gracious and professional. Remember to express gratitude for the opportunity, communicate your decision clearly and professionally, and aim to maintain a positive relationship with the employer.

Subject: Job offer – (Your Name)

Dear (Employer’s Name),

Thank you so much for offering me the (job title) position at (Company Name). After careful consideration, I regret that I must decline your offer. Although you were most encouraging in outlining future advancement possibilities within the company, I have accepted another opportunity more aligned with my skills and career goals.

I enjoyed meeting you and the rest of your team. You have been most considerate and courteous throughout the interview process, and I only wish that circumstances had allowed me to accept your offer.

Thank you again for considering me for the position, and I wish you and your team all the best in your future endeavors.

Best regards,

(Your Name)

Scenario 2: The Role or Company Isn't the Right Fit

If you decline a job offer in an email because the job isn’t a good fit, being respectful and honest is essential. This email example shows appreciation for the offer, conveys the decision concisely and politely, and leaves the door open for future opportunities.

Subject: Job offer – (Your Name)

Dear (Employer's Name),

Thank you for offering me the (job title) position at (Company Name). I respect the time and effort you put into the hiring process, and I was impressed with your organization's team, culture, and values.

After much thought, I have decided to decline your offer. Although the position is an exciting opportunity, it is not the right fit for me and my long-term career goals.

I hope you understand this was a difficult decision, and I have the utmost respect for you and your organization. Thank you for taking the time to consider my candidacy and for allowing me to learn more about your company.

I appreciate your understanding and wish you and your team continued success.

Best regards,

(Your Name)

Scenario 3: You've Decided to Stay in Your Current Job

When you decline a job offer in an email because you've opted to stay in your current job, it's essential to be polite and appreciative. Always show gratitude for the opportunity and keep your job offer rejection email cordial but direct.

Subject: Job offer – (Your Name)

Dear (Employer's Name),

Thank you for your generous offer to join (Company Name) as (job title). I appreciate the time and effort you put into the hiring process. After much contemplation, I will not be accepting the job offer.

I have recently had a change of heart and have decided to stay in my current position at (Current Company Name). I was able to acquire a new opportunity that aligns better with my long-term career goals.

Again, I am grateful for the opportunity to interview and the offer. I wish you and (Company) all the best in finding someone suitable for this position. I appreciate your understanding and wish you and your team all the best.

Best Regards,

(Your Name)

Find a Job That Aligns with Your Goals and Values

Take control of your career path and explore jobs that aligns with your values and aspirations. Once you decline your job offer in an email, you can pursue other opportunities that better match your long-term vision and goals. Continue your journey to success bysigning up for a free profileon Monster. We'll help you connect with recruiters and send you custom job alerts to help you find a job that you won't want to reject.