How to reject a job offer politely (email & phone examples)

Rejecting a job offer can feel uncomfortable, but it’s a common part of career progression. At Michael Page, we understand the importance of handling this professionally to protect your reputation and keep future opportunities open.

In this guide, you’ll find practical steps, templates, and answers to common questions – all designed to help you reject a job offer politely while maintaining positive relationships.

Why declining a job offer matters (and when to do it)

Turning down a job offer is perfectly acceptable – especially if you have competing offers or the role simply isn’t the right fit. Aim to respond promptly, thank the employer, and give a brief, non-specific reason. This protects your reputation and keeps future options open.

Rejecting a job offer: A quick decision framework

Before turning down an offer, weigh the key factors that determine whether the role is truly right for you:

• Role fit: Do the responsibilities align with your strengths and interests?
• Manager and culture: Can you see yourself thriving with the team and leadership style?
• Growth: Does the role provide clear progression, learning opportunities, and meaningful challenges?
• Compensation: Does the salary, benefits, and flexibility meet your expectations? If pay is the sticking point, explore negotiation strategies to benchmark and discuss ranges with confidence.
• Practicalities: Is the commute or relocation manageable, are visa requirements and timing realistic, and is the start date feasible? If you’re leaving your current role, be thoughtful about how you resign to maintain positive relationships.

If two or more of these areas fall short, it’s usually a sign to decline. If you’re still uncertain, ask clarifying questions before deciding. Once you’ve made your choice, respond quickly and professionally to protect your reputation and keep future opportunities open.

How to reject a job offer gracefully – Step by step

Step 1: Decide promptly

Once decided, don’t delay – inform the employer or the hiring manager quickly.

Step 2: Choose the medium

Phone adds warmth (common in Chinese Mainland’s relationship-centred business culture); email is fine if timing or availability is tight.

Step 3: Use a clear structure

Thank them (including their time and effort throughout the interview process) → brief reason (non-specific) → positive closing → optional networking line.

Step 4: Follow up

Send a short email recap if you declined by phone – connect on LinkedIn to keep the door open. As you do, invest in your network; networking is beneficial for long-term career growth.

Declining a job offer via phone – Sample scripts

Scenario A: Accepted another offer

Scenario B: Role or culture not the right fit

Scenario C: Compensation gap

How to politely decline a job offer via email – Templates you can use

Choose one of the job offer rejection email templates below and tailor it with a brief reason, a thank you, and a polite closing.

Template 1 – Better offer accepted

Template 2 – Role or company culture fit

Template 3 – Compensation

Template 4 – Staying at current employer

Template 5 – Rescinding after acceptance (use sparingly; act quickly) 

After declining: Keep doors open after you reject a job offer

• Send a brief thank‑you note the same day to express appreciation.
• Connect on LinkedIn with a personalised message, such as “Thanks again – I hope we can stay in touch.”
• Offer a referral if you know other candidates who may be a good fit.
• Save the contact information and set a reminder to share an update or reconnect within 3 to 6 months.

Common mistakes when rejecting a job offer

• Delaying your response: Once you’ve made your decision, communicate it promptly.
• Over-explaining or criticising: Keep your reasoning brief, neutral, and professional.
• Ghosting: Failing to reply damages your reputation, offering a polite decline is always better.
• Declining without gratitude: Skipping a thank‑you undermines rapport; express appreciation to maintain positive connections.

Frequently asked questions (FAQs): How to reject a job offer politely

1. Is it unprofessional to decline a job offer?

No, it is not unprofessional. In today’s job market, candidates often have multiple offers, especially in competitive fields. Declining politely is normal. Respond promptly, thank the employer, and keep your reason brief.

2. Should I call or email to decline?

You can call or email to decline. Either option is appropriate. A phone call adds a personal touch and is often appreciated, especially in cultures that value direct communication. However, an email alone is acceptable if timing is tight.

3. Do I need to give a reason?

Offer a brief, non-specific reason (e.g., “another offer better aligns with my goals”). Avoid negative detail – protect the relationship.

4. Can I decline after I’ve accepted?

Yes, but act immediately, apologise, and be clear. Understand reputational risks and avoid last-minute withdrawals where possible. If your current employer responds with incentives to stay, weigh them against your initial reasons for moving on and handle salary negotiations thoughtfully before you decide.

5. How quickly should I respond?

As soon as you decide – prompt replies help employers progress with other candidates and reflect professionalism.

Ready to make your next career move? Our job search tool enables you to easily find the perfect job, or set up job alerts to stay on top of new opportunities.