Not Accepting a Job Offer? Craft the Perfect Response: Declining a Job Offer With Professionalism
In the professional world, tactfully declining a job offer is as critical as the efforts you put into securing one. The way you communicate your decision not to accept a position can leave a lasting impression and potentially influence your career path in the future. It’s important to handle such communications with care to maintain a positive relationship with the potential employer—after all, you never know when another opportunity might arise in the same company that fits your career goals better.
This post aims to guide you through the delicate art of saying no to a job offer. We’ll focus on solid examples to remain professional and respectful in your communications leaving the door open for future opportunities. Additionally, we’ll provide practical tips and LOTS of tailored email templates that you can adapt to suit different situations.
Not Accepting a Job Offer 37 Email Templates | Whether you’re declining an offer due to receiving a better one, or because the job wasn’t a fit for your career aspirations, these resources will help ensure that you handle the situation gracefully. Get ready to learn how to turn down a job offer in a way that maintains bridges, rather than burning them.
Understanding the Importance of Your Response
When opting not to accept a job offer, the reasons can vary from personal preference and better opportunities to salary discrepancies and misalignments in job role expectations. Regardless of the rationale behind your decision, it is crucial to convey this message with the utmost professionalism to maintain a positive reputation in your field and with potential future employers.
Initial Considerations Before Crafting Your Email
- Reflect on Your Decision: Ensure you have fully considered your decision to decline the offer. Assess all factors, such as career goals, company culture, remuneration, and job responsibilities.
- Request for Time: If needed, do not hesitate to request additional time to make an informed decision, showing due diligence and respect for the opportunity presented. Make sure you have taken any needed steps: negotiating the offer, the pay or the benefits. See our Sample Email to Negotiate Salary | 15 Templates
- Be Prompt: Once your decision is made, communicate it promptly to the employer to allow them to proceed with other candidates.
Key Elements of Declining an Offer
Your email should consist of the following components:
- A Thank You: Initiate the email with gratitude for the offer and the time invested by the interviewers and the hiring team.
- Straightforward Declination: Clearly state that you are declining the offer, avoiding overly elaborate reasons that could complicate the message.
- Brief Reasoning: If appropriate, provide a succinct reason for your decision, maintaining professionalism without delving into too much detail.
- Openness to Future Opportunities: Express your desire to keep in touch and remain open to future possibilities that align more closely with your career objectives.
Email Subject Line | 20 Example Subject Lines to Use When Not Accepting a Job Offer
- Subject: Regarding the [Position Title] Position Offer
- Subject: Response to Job Offer at [Company Name]
- Subject: Decision on [Position Title] Offer
- Subject: Respectfully Declining the [Position Title] Opportunity
- Subject: Job Offer Declination – [Position Title] at [Company Name]
- Subject: Appreciative Response to [Position Title] Offer
- Subject: [Your Name] – Decision on the [Position Title] Role
- Subject: My Gratitude and Decision on the [Position Title] Offer
- Subject: [Position Title] Role at [Company Name] – Offer Decision
- Subject: With Thanks – Declining the Offer for [Position Title]
- Subject: [Your Name]’s Response to the [Position Title] Opportunity
- Subject: [Position Title] Opportunity – Respectful Declination
- Subject: Grateful but Declining – [Position Title] Position at [Company Name]
- Subject: Polite Declination of [Position Title] Offer at [Company Name]
- Subject: Your [Position Title] Offer – [Your Name]’s Decision
- Subject: [Your Name]: Regarding the Offer for the Role of [Position Title]
- Subject: Choice on Proposition of [Position Title] with [Company Name]
- Subject: [Position Title] at [Company Name] – Unable to Accept Offer
- Subject: Post-Offer Reflections: [Position Title] Role
- Subject: Regarding My Candidacy for the [Position Title] Position
- Subject: In Response to the Recent [Position Title] Offer
- Subject: [Your Name]’s Regretful Declination of [Position Title] Role
- Subject: [Position Title] Position at [Company Name] – Thoughtful Decision
Email Templates: Navigating Various Scenarios
Below, you will find 35+ example emails designed to guide you through crafting respectful and professional responses to job offers you have decided to decline. Ten of these templates offer a general approach suitable for a wide array of situations, while the remaining are tailored to specific circumstances, including salary concerns, relocation issues, and better offers, among others.
Simplestic | Not Accepting a Job Offer | 37 Email Templates
General Email Templates
- Template for Appreciation and Direct Declination“Dear [Hiring Manager],Thank you very much for offering me the position of [Position Title] with [Company Name]. I am honored by the offer but have decided not to accept it at this time. I hope our paths might cross again in the future.Sincerely,[Your Name]”
- Template for Expressing Gratitude and Declining“Dear [Hiring Manager],I greatly appreciate the offer to join [Company Name] as [Position Title]. However, after careful consideration, I have decided it is not the right fit for me at this juncture. Thank you for understanding, and I wish the team all the best.Best regards,[Your Name]”
- Template for Declining Due to Personal Reasons“Dear [Hiring Manager],Thank you for the offer for the position of [Position Title]. Due to personal reasons, I must decline the offer at this time. I am grateful for your understanding and hope to remain in contact.Warm regards,[Your Name]”
Additional general email templates would continue in this vein, adjusted to account for distinct reasons for declining a job offer while maintaining a tone of professionalism and respect.
Reason-Specific Templates: Tailoring Your Message
After the general template examples, the guide would continue with additional templates each tailored to specific situations. For each specific scenario, the template will offer concise wording that effectively conveys the decision while expressing appreciation for the opportunity and, where suitable, an interest in future opportunities.
Simplestic | Not Accepting a Job Offer | 37 Email Templates
Declining for No Specific Reason
- General Decline Without Specific Reason
“Dear [Hiring Manager],Thank you for the offer to join [Company Name]. After careful consideration, I have decided to decline the offer at this time. I sincerely appreciate your understanding and hope we might explore opportunities together in the future.Kind regards,[Your Name]” - Appreciative but Declining
“Dear [Hiring Manager],I am grateful for your offer of employment and for the possibility of being part of your team. However, I must respectfully decline the offer as it does not align with my current professional goals. Thank you once again for this opportunity.Best wishes,[Your Name]” - Professional and Courteous Decline
“Dear [Hiring Manager],Thank you very much for your offer to assume the role of [Position Title] at [Company Name]. While I am honored by your offer, I have chosen to decline. I have great respect for your team and wish you continued success.Sincerely,[Your Name]” - Direct and Polite Refusal
“Dear [Hiring Manager],I appreciate the offer to work with [Company Name] as [Position Title]. After giving it thoughtful consideration, I have decided to decline the offer. Thank you for considering my candidacy.Regards,[Your Name]” - Decline with Future Positivity
“Dear [Hiring Manager],Thank you for offering me the [Position Title] position. After careful thought, I have decided not to accept the offer. I hope that another opportunity to work together may arise in the future.All the best,[Your Name]” - Simple and Respectful Decline
“Dear [Hiring Manager],Thank you for your kind offer. At this time, I must decline the position at [Company Name]. I value the effort and time you have shared with me during the process.Kind regards,[Your Name]” - Gracious Decline
“Dear [Hiring Manager],Thank you for considering me for the role of [Position Title] at [Company Name]. I am grateful for the offer but have decided to decline. It was a pleasure interacting with your team and learning about your operations.Best regards,[Your Name]”
Declining Due to Acceptance of Another Offer
- Choosing Another Opportunity
“Dear [Hiring Manager],I wanted to express my sincere gratitude for the offer for [Position Title]. After careful consideration, I have accepted a different position that aligns more closely with my career trajectory. I appreciate the opportunity and wish [Company Name] great success in the future.Sincerely,[Your Name]” - Thankful but Committed Elsewhere
“Dear [Hiring Manager],Thank you very much for offering me the position of [Position Title] at [Company Name]. It was a difficult decision, but I have decided to accept another offer which is closely tied to my long-term career goals. I am grateful for your understanding and hope our paths cross in the future.Best wishes,[Your Name]” - Decline Due to Better Suited Opportunity
“Dear [Hiring Manager],Thank you for the opportunity to join [Company Name] as [Position Title]. After careful consideration, I am writing to inform you that I have accepted a position elsewhere that better suits my current professional needs. Thank you for your understanding.Kind regards,[Your Name]” - Choosing an Alternative Path
“Dear [Hiring Manager],I am honored to have been considered for the [Position Title] at [Company Name]. However, after thorough consideration, I have accepted an offer that more closely aligns with my career aspirations. I appreciate the offer and your professional courtesy throughout this process.Sincerely,[Your Name]” - Appreciative but Accepted Another Offer
“Dear [Hiring Manager],Thank you for extending the job offer for [Position Title] at [Company Name]. While it was a tough decision, I have accepted another offer that aligns more closely with my professional objectives. I appreciate your understanding and wish you the best in finding the right candidate.Regards,[Your Name]” - Respectful Notice of Acceptance Elsewhere
“Dear [Hiring Manager],I appreciate the offer to join [Company Name] and your team. After much consideration, I have accepted another job offer that aligns with my career goals. Thank you for your time and consideration.Best wishes,[Your Name]” - Grateful but Accepted Different Offer
“Dear [Hiring Manager],Thank you for offering me the position of [Position Title] at [Company Name]. After careful deliberation, I have decided to accept a different offer. Please know that it was not an easy decision and I am grateful for your generous offer.Sincerely,[Your Name]”
Simplestic | Not Accepting a Job Offer | 37 Email Templates
Declining Due to the Offered Salary Not Meeting Expectations
- Salary Does Not Meet Expectations
“Dear [Hiring Manager],I appreciate the offer for the position of [Position Title] at [Company Name]. Unfortunately, after careful consideration, I must decline as the offered salary does not meet my financial requirements at this time. Thank you for your understanding.Best regards,[Your Name]” - Salary Negotiation Conclusion
“Dear [Hiring Manager],Thank you for your time and the offer to join your team as [Position Title]. I have given it thoughtful consideration, however, the salary offered does not align with my current financial expectations based on my experience and the industry standards. I must, therefore, decline the offer and hope we might find opportunities to collaborate in the future under different circumstances.Kind regards,[Your Name]” - Polite Salary Decline
“Dear [Hiring Manager],I am grateful for the offer and the opportunity to work at [Company Name]. After consideration, I must decline the offer since the compensation does not meet my current needs. Thank you for your understanding, and I hope we can stay in touch.Sincerely,[Your Name]” - Respectful Decline Due to Salary
“Dear [Hiring Manager],Thank you for your generous offer for the role of [Position Title]. However, after weighing my options and considering my financial situation, I find that the salary offered is below my expectations for this role. Consequently, I must decline your kind offer.Regards,[Your Name]” - Clear Communication on Salary Issue
“Dear [Hiring Manager],I want to express my appreciation for offering me the position of [Position Title] and for the efforts to accommodate my salary requirements. Despite this, I find that I am unable to accept the offer as it stands because it falls short of my financial expectations given my expertise and market conditions. Thank you for your understanding.Best wishes,[Your Name]” - Detailed Explanation of Salary Decision
“Dear [Hiring Manager],Thank you for the job offer and for the discussions we’ve had about compensation. While I am genuinely interested in the role and was impressed by your team, I cannot proceed with the offer since the salary does not align with my expectations and needs. I appreciate your understanding and wish your team success.Regards,[Your Name]” - Thankful but Cannot Accept Due to Salary
“Dear [Hiring Manager],Thank you for the opportunity to join [Company Name] as [Position Title]. Unfortunately, I am unable to accept the offer because the salary does not meet my financial requirements. I have enjoyed our conversations and hope to remain in contact.Sincerely,[Your Name]”
Simplestic | Not Accepting a Job Offer | 37 Email Templates
Declining Following a Change in Personal Circumstances
- Changed Personal Circumstances
“Dear [Hiring Manager],Thank you for offering me the position of [Position Title] at [Company Name]. Due to recent changes in my personal circumstances, I regret to inform you that I am unable to accept the job at this time. I appreciate your understanding.Warm regards,[Your Name]” - Personal Circumstances Prevent Acceptance
“Dear [Hiring Manager], I am thankful for the offer to become part of [Company Name] as [Position Title]. Unfortunately, unexpected personal circumstances prevent me from accepting the offer. I am grateful for your consideration and hope you find a suitable candidate soon.Best regards,[Your Name]” - Decline Due to New Personal Commitments
“Dear [Hiring Manager],I appreciate the offer for the position at [Company Name]. However, I have recently undertaken commitments that will prevent me from fulfilling the role effectively. Thank you for your understanding.Sincerely,[Your Name]” - Respectful Decline Due to Family Needs
“Dear [Hiring Manager],Thank you for considering me for the role of [Position Title]. Recent developments in my family situation require my full attention, and regrettably, I must decline your kind offer. I appreciate your understanding and hope we can connect in the future.Respectfully,[Your Name]” - Declining Because of Changes in Health
“Dear [Hiring Manager],It was with sincere interest that I engaged in the interview process for the [Position Title] role. Unfortunately, due to recent health issues, I am no longer able to take on the position. I appreciate the opportunity and your understanding during this time.Kind regards,[Your Name]” - Unable to Proceed Due to Personal Reasons
“Dear [Hiring Manager],Thank you for your offer to work at [Company Name]. Due to unforeseen personal reasons, I am unable to accept the position at this time. I valued the time spent discussing the opportunity and thank you for your consideration.Sincerely,[Your Name]” - Family Circumstances Affecting Job Acceptance
“Dear [Hiring Manager], I am grateful for the offer to join [Company Name] as [Position Title]. However, due to new familial obligations, I must decline the offer. I appreciate your patience and understanding.Warm regards,[Your Name]”
Declining Due to Other Reasons
Below are email templates, each tailored for a different reason for declining a job offer, including concerns about remote work. These examples are designed to guide professionals in crafting polite and concise refusal emails that maintain professionalism and respect toward the offering party.
29. Accepted Another Offer
Dear [Interviewer’s Name],
Thank you so much for offering me the [Position Title] position at [Company Name]. After careful consideration, I have decided to accept a different position that aligns closely with my career goals and personal needs. I deeply appreciate the opportunity to interview and learn more about your exceptional team. I hope we can keep in touch and possibly work together in the future. Best regards,
Simplestic | Not Accepting a Job Offer | 37 Email Templates
30. Salary Not Meeting Expectations
Dear [Interviewer’s Name],
Thank you for offering me the [Position Title] at [Company Name]. I have given this opportunity much thought, and unfortunately, I must decline the offer, as the salary does not meet my financial requirements based on my current circumstances. I hope to find a role within your organization in the future that fits my financial expectations.Thank you once again for your time and understanding.Sincerely,
[Your Name]
31. Lack of Advancement Opportunities
Dear [Interviewer’s Name],
Thank you for offering me the [Position Title] position. After considering the growth opportunities within the role, I have decided to decline the offer, as I am looking for a position with more defined paths for advancement. I am grateful for the opportunity to discuss my career aspirations and appreciate your understanding. Best wishes,
[Your Name]
32. Company Culture Mismatch
Dear [Interviewer’s Name],
Thank you for the generous offer for the [Position Title] at [Company Name]. Upon reflection, I believe that my professional goals and personal work style may not be the best fit with the current company culture as I perceived during our interactions. I respect your organization and appreciate your consideration greatly. Kind regards,
[Your Name]
33. Commute and Relocation Issues
Dear [Interviewer’s Name],
Thank you for offering me the position of [Position Title]. After thorough consideration regarding the commute and relocation requirements, I have realized it is not feasible for me at this time to make such a transition. I truly appreciate the offer and hope to cross paths under different circumstances in the future. Warm regards,
[Your Name]
34. Pursuing Further Education
Dear [Interviewer’s Name],
I am grateful for the offer to join [Company Name] as a [Position Title]. However, I have decided to pursue further education to expand my skill set before stepping into a new role. I appreciate your understanding and hope there may be an opportunity to contribute to your team in the future.Thank you once again,
[Your Name]
35. Seeking Different Role Responsibilities
Dear [Interviewer’s Name],
Thank you for extending the offer to join [Company Name]. After careful consideration, I have decided to decline the offer, as I am seeking a position with a different set of responsibilities that align more closely with my long-term career goals. Your understanding is greatly appreciated, and I hope another opportunity may arise that is a closer fit.
36. Inadequate Remote Work Flexibility
Dear [Interviewer’s Name],
Thank you for offering me the [Position Title] at [Company Name]. After reviewing the remote work policies, I realized that the offered arrangement does not fully meet my needs for flexibility. I am seeking a role with more substantial remote working options due to personal and professional reasons. I appreciate your offer and our discussions very much. Thank you for your understanding,
37. Health and Personal Reasons
Dear [Interviewer’s Name],
I sincerely appreciate the job offer for [Position Title] at [Company Name]. After careful consideration, I must decline the offer due to some current personal and health-related priorities that I need to focus on. I am grateful for your understanding and hope to connect again in the future when circumstances change. Warmest regards,
Each of these templates can be adapted to fit personal circumstances and the specific details of your professional interactions, ensuring your communication remains clear, professional, and respectful.
Concluding Your Correspondence
In concluding your email, reiterate your appreciation for the offer and the professionalism shown by the company throughout the interview process. It’s also appropriate to wish the company and its team success in their ongoing and future endeavors. Such closure not only reinforces your professionalism but also ensures the relationship with the company remains positive.
Declining a job offer is a significant decision that, when communicated effectively, can preserve professional relationships and foster opportunities for future collaboration. By employing a thoughtful and respectful approach as outlined in this guide, professionals can navigate this delicate situation with grace and professionalism.
