Declining a job offer politely: example email
You are saying no to an offer. That is fine, and it can be done properly: quickly, briefly and kindly. Whoever says no today may well meet the same recruiter or company again later.
When do you use this model?
Use this email as soon as you have decided. The sooner you reply, the sooner the company can call another candidate.
The model
Fill in the fields in square brackets and delete what does not apply.
Subject: offer for [job title] Hi [first name], Thank you for the offer for the position of [job title] and for the time you put into the interviews. After careful thought, I have decided not to accept it. [Short reason, for example: I have chosen a role that better matches what I am looking for.] I really appreciated the conversations with [names or team]. Perhaps our paths will cross again later. Kind regards, [First name and surname]
Tips
- Give a short, honest reason without going into detail. Another offer that fits better is reason enough.
- If you are declining because of the pay, just say so. Sometimes a counter-offer follows, and otherwise the company knows where it stands.
Frequently asked questions
Do I have to explain why I am declining?
No, but a short reason is appreciated and helps the recruiter. One sentence is enough.
Can I decline after a verbal yes?
That is an awkward situation, especially if a contract has already been signed. Call first and explain honestly, then confirm it with this email.
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This is a model, not legal advice. Adapt it to your own situation; your contract, your collective agreement and your payroll provider, union or lawyer remain decisive.