How to Decline a Job Offer Politely (Email Templates & Scripts)

Rejecting a job offer is difficult. Learn how to decline the offer graciously or make a counteroffer without burning bridges. Bonus tips on understanding what brings you work satisfaction.

Imagine nailing those interviews, heart pounding as the offer email arrives—only to realize it’s not the fit you hoped for. Now what? Don’t panic; with the right words, you can decline a job offer gracefully and leave them wanting you for next time.

After the sleepless nights and nerve-wracking interview process, getting a job offer feels exhilarating! But when the offer comes in and it’s underwhelming—whether it’s the salary, the role, or just a gut feeling that it’s not right—you face a new challenge: how to decline a job offer without burning bridges.

If you’re reading this, you’ve probably already decided to turn down the offer or counter it. Good news: you’re about to learn the most professional way to decline a job offer while keeping future doors wide open.

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Watch our video to learn how to say no:

Let’s dive into proven strategies, email templates, and phone scripts that keep you in good standing with every hiring manager.

Reply Fast and With Heart: The Polite Way to Start

Timing matters when you decline a job offer. The company has invested significant time and resources: they posted the job, reviewed applicants, ran interviews, picked finalists, and built a pay package. Don’t make the hiring manager wait unnecessarily.

Here’s your framework for responding promptly and politely:

1. Respond within 24-48 hours. According to a 2023 NACE study (source), 69% of job offers made to 2023 college graduates were accepted, meaning 31% were declined. Quick responses help companies move forward with other candidates.

2. Acknowledge the specific offer. Always mention the exact job title and company name in your response. This shows you’ve given their offer careful consideration.

3. Express genuine gratitude. Thank the hiring manager by name for their time during the interview process. If you went through multiple rounds, acknowledge that specifically.

4. Politely decline using professional language. Phrases like “after careful consideration,” “difficult decision,” or “I’ve decided to pursue another direction” work beautifully.

5. Keep future opportunities open. Depending on your relationship with the hiring manager, mention staying connected through LinkedIn or professional organizations.

6. End on a positive note. Include something specific you appreciated about the company or learned during your conversations. Leave them with warm feelings about you—you never know when your paths will cross again.

Phone Call Script: Deliver Your ‘No’ With Warm Confidence

If you’ve built a personal connection with the hiring manager during the interview process, a phone call can be the most professional way to decline a job offer. Face-to-face contact (or voice-to-voice) fosters rapport—research shows (source) it improves negotiating outcomes and maintains stronger relationships.

When to Call Instead of Email

• You’ve had multiple conversations with the hiring manager
• The role was senior-level or highly specialized
• You genuinely want to stay connected for future opportunities
• The company culture felt warm and personal

Phone Script Template

Here’s a sample script to keep you in excellent standing:

As productivity expert Chris Bailey explained when declining two excellent job offers after graduation: “both would give me a good amount of pleasure and engagement but what they wouldn’t give me is meaning.” Being honest about your reasons—when appropriate—builds respect.

Pro tip: If you can’t reach the hiring manager by phone, send a brief email requesting a quick call, then follow up with the written decline if they’re unavailable.

Ready-to-Use Email Templates: Decline Like a Total Pro

Whether you can’t connect by phone or prefer written communication, email is perfectly acceptable for declining a job offer. Here are templates for the most common scenarios—each includes the company name, job title, and hiring manager’s name for personalization.

Template #1: Declining to Pursue a Different Field

Template #2: Accepting a Better-Aligned Position

Template #3: Staying in Your Current Position

Template #4: Need More Time to Decide

If you’re considering multiple offers or need time to think, buy yourself space with a quick acknowledgment:

How to Decline a Job Offer After You’ve Already Accepted

This is the trickiest scenario—but it happens more than you think. Maybe you received a dream offer after accepting, discovered concerning information about the company, or experienced a major life change. Whatever the reason, you need to handle this with extra care.

Why This Happens (And Why It’s Okay)

Life circumstances change. According to Pew Research data (source), low pay, no opportunities for advancement, and feeling disrespected at work were the top reasons U.S. workers voluntarily quit jobs in 2021. Sometimes you don’t discover these red flags until after accepting.

As award-winning journalist Celeste Headlee wisely advises: “don’t burn down the house you’re living in until you have somewhere else to go.” But if you’ve genuinely found somewhere better or discovered the accepted position isn’t right, here’s how to handle it.

The Professional Way to Withdraw After Acceptance

1. Act immediately. The moment you’re certain, reach out. Every day you wait makes it harder for the company.

2. Call first, then follow up in writing. This warrants a phone conversation with the hiring manager, followed by a formal email.

3. Be direct and apologetic. Don’t over-explain, but acknowledge the inconvenience.

4. Offer to help with the transition. If you can connect them with other qualified candidates, do so.

Phone Script for Post-Acceptance Decline

Email Template for Post-Acceptance Decline

Critical note: Some states and employment contracts have specific terms about rescinding acceptance. Review any paperwork you signed before withdrawing.

Declining a Job Offer Due to Low Salary (With Examples)

Money matters. According to Federal Reserve data (source), job changers (switchers) experienced 7.7% median pay growth in June 2024, compared to 4.9% for job stayers. When a salary offer falls short, you have three options: decline, negotiate, or counter.

How to Know When Salary Is the Issue

Before declining solely based on salary, ask yourself:

• Is the base salary the only concern, or are benefits/equity/bonuses inadequate too?
• Does the total compensation package (including work-life balance, growth opportunities, remote work) make up for lower pay?
• Have you researched the market rate for this job title in this location?
• Is there room to negotiate, or did they present it as their “best and final” offer?

Victoria Medvec, Professor at Northwestern’s Kellogg School of Management, notes: “Knowledge is power, and you now have an advantage in negotiations because of pay transparency laws.” Use this to your advantage.

Email Template: Declining Due to Salary

Alternative: Open the Door to Salary Negotiation

If you’re open to negotiating rather than declining outright, try this:

Common Mistakes to Avoid (Ghosting vs. Declining)

Ghosting a job offer—simply disappearing without responding—might seem easier in the moment, but it’s a career mistake that can haunt you. Let’s talk about what NOT to do and why it matters.

The Cost of Ghosting

Industries are smaller than you think. That hiring manager you ghosted might:

• Become a decision-maker at your dream company later
• Sit on a conference panel you’re speaking at
• Network with your future boss
• Remember your name when it crosses their desk again

According to the 2021 Bureau of Labor Statistics data (source), a record 47.8 million U.S. workers voluntarily quit their jobs during the Great Resignation, creating a job market where both candidates and employers are more selective. This volatility makes professional courtesy even more critical.

Mistakes to Avoid

❌ Ghosting entirely. Never acceptable, ever. Even if the interview process was terrible, send a brief, professional decline.

❌ Being overly detailed about your reasons. You don’t owe them your life story. “I’ve decided to pursue another direction” is sufficient.

❌ Criticizing the company or team. Even if you discovered red flags, keep it professional. “The role isn’t quite the right fit for my goals” works fine.

❌ Declining before you have another offer in hand. Unless there are serious ethical concerns, don’t decline until you’ve signed elsewhere. As Celeste Headlee advises, don’t burn down your current house until you have somewhere else to go.

❌ Negotiating if you’re not genuinely interested. Don’t waste their time with a counteroffer if you’ve already decided to decline. Be honest.

❌ Waiting too long to respond. Every day you delay is a day they can’t move forward with their second choice.

✅ DO: Keep it brief, grateful, and professional. That’s it.

From ‘No Thanks’ to ‘How About…?’: Crafting Your Counter

Good news: you have more negotiating power than you think. The same Pew Research study (source) found that roughly six in ten U.S. workers who changed employers since the pandemic began are earning more money in their new job.

If the job is right but the offer needs work, counteroffering is your move. Here’s how to do it effectively.

When to Counter vs. When to Decline

Counter if:

• You’re genuinely excited about the role and company
• Only one or two elements of the offer are problematic (usually salary or start date)
• You’ve done market research and can justify your request
• The hiring manager has indicated flexibility

Decline if:

• Multiple aspects of the offer are problematic
• Your gut tells you it’s not right, regardless of compensation
• The company presented their offer as “best and final”
• You’ve already accepted another position

Email Template for Making a Counteroffer

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5 Smart Negotiation Moves to Boost Any Job Offer

Once you’ve sent your counteroffer email, prepare for the conversation. These science-backed negotiation strategies can significantly improve your outcomes.

1. Acknowledge the Offer First

Always start by thanking the hiring manager and expressing enthusiasm for the role. Mention specific aspects of the company culture, compensation package, or future opportunities that attracted you. As Harvard Business School Professor Deepak Malhotra advises: “Negotiate as if you already have the offer—but not as if you are certain to get it.”

2. Show Appreciation and Enthusiasm

Make it clear you want this to work. Try mentioning why the opportunity excites you—whether it’s the company’s mission, the team dynamics you observed during the interview process, or growth opportunities in your field.

3. Express Your Intent to Find a Win-Win

Frame your counteroffer as a collaborative problem: “I’d love to find a way to make this work for both of us” positions you as a team player, not an adversary.

4. Request an In-Person Meeting

If possible, negotiate face-to-face. Research demonstrates that face-to-face contact fosters rapport and improves negotiating outcomes. At minimum, request a video call rather than handling everything by email.

5. Use Strategic Body Language and Timing

Sit at an angle: Rather than sitting directly across from your negotiating partner, position yourself at a slight angle. This appears less confrontational and more collaborative—you’re on the same team working toward a solution.

Meet over lunch if possible: Stanford researchers Margaret Neale and Peter Belmi found that sharing food helps create more valuable deals in competitive negotiations. Breaking bread together literally softens the negotiation atmosphere.

Time your ask strategically: Don’t wait weeks to counter, but also don’t fire back immediately. Taking 24-48 hours to “carefully consider” the offer shows you’re thoughtful and serious.

Read more at How to Negotiate: 12 Science-Based Strategies to Win.

Post-Rejection Power-Up: Reflect and Find Your True Path

After declining a job offer, you’ve got a valuable opportunity: clarity. This is your moment to understand what you really want from work.

Best-selling author James Clear talks about moving toward the next right thing instead of away from the last thing:

“If something isn’t going well, then don’t run from it. Find something else to get excited about instead. Spend as much time as possible doing things that pull you in rather than pushing frustration away.”

—James Clear

But Clear also warns: “Many good opportunities are ruined for the dream of slightly better ones.” How do you know you’re making the right call?

Action Step: The Like/Dislike Exercise

Take five minutes right now. Grab a notebook or open a document and create two columns:

What I liked about the offer I just declined:

• Example: The mission of the company aligned with my values
• Example: Flexible work arrangement
• Example: The hiring manager seemed genuinely supportive
• Example: Great benefits package

What I didn’t like about the offer:

• Example: Salary was 15% below market rate
• Example: Job title didn’t reflect the actual responsibilities
• Example: Limited opportunities for advancement
• Example: Company culture felt corporate and rigid

After creating your list, ask yourself:

• Which items do I have control over in future job searches?
• What are my true non-negotiables?
• What patterns do I notice about what pulls me toward or pushes me away from opportunities?

Deeper Dive: Design Your Ideal Work Day

If you have time to dig deeper, consider these questions about your ideal work environment:

• Do you enjoy leading a team or being an individual contributor?
• Do you thrive with data analysis or in creative processes?
• Is flexibility around your work location and schedule essential?
• Do you prefer routine or variety in your daily tasks?
• If you could create a perfect workday, what activities would it involve?

Here’s an example of what a fulfilling workday might look like:

Mapping this out helps you evaluate whether your next opportunity will actually deliver the day-to-day experience you crave.

For additional action steps and questions to consider, learn about the components of creating a job happiness plan at Be Happy at Work: 10 Science-Backed Ways You Can Be Happier.

Your Graceful Decline Cheat Sheet: Must-Know Wins

You’ve learned how to decline a job offer without burning bridges—now here’s your quick reference guide.

The Three Core Principles

1. Understand Your Why

Honing in on the factors that truly motivate you and bring happiness at work provides clues about whether any offer is genuinely right for you. Don’t decline based on fear or impulse—decline based on clarity about your goals.

2. Always Be Professional

Regardless of which direction you choose, maintain positivity and professionalism. You never know when you’ll cross paths with that hiring manager or company name again. Ensure the lasting impression is at minimum neutral, ideally warm and respectful.

3. Set Yourself Up for Success

If you negotiate for a better offer, use your body language, request an in-person meeting, and bring data to support your position. If you decline, do it promptly with genuine gratitude.

Quick Decision Framework

Decline immediately if:

• ✓ The role fundamentally misaligns with your career goals
• ✓ You’ve accepted another position you’re excited about
• ✓ Red flags emerged that you can’t overlook
• ✓ Your gut strongly says “no”

Consider negotiating if:

• ✓ You’re excited about the company and role
• ✓ Only compensation/start date/specific terms are the issue
• ✓ The hiring manager has indicated flexibility
• ✓ Your research supports your counteroffer requests

Take more time if:

• ✓ You’re waiting to hear from other companies
• ✓ You need to discuss with family/partners
• ✓ You genuinely need to research market rates
• ✓ You’re evaluating multiple offers simultaneously

And when you do find the right position and are ready to resign from your current role, read 18 Professional Email Tips to Craft Your Next Email (With Templates!) and reference the Resigning From a Job Email Template.