Decline a job offer letter template
A polite letter or email declining a job offer with a short reason you choose and a line that keeps the door open.
- ๐บ๐ธ US format ยท Letter size
- Free
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Decline promptly and in writing
This is a general template, not legal advice. Tell them as soon as you have decided, by phone if the manager spent a lot of time with you, and follow with this letter or email the same day so the position can go to the next candidate.
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Declining an Offer
Jordan Lee
123 Main St, Apt 4
Austin, TX 78701
(555) 010-0000, jordan.lee@example.com
October 12, 2026
Taylor Kim
Director of Marketing, Contoso Trading
800 Brazos St
Austin, TX 78701
Dear Taylor Kim:
Thank you very much for offering me the position of Marketing Manager at Contoso Trading. I appreciate the time you and your team spent with me during the interviews, and I enjoyed learning about the work you are doing.
After careful thought, I have accepted a position with another company that is a closer match for my goals right now. This was not an easy decision, and I am grateful for the offer.
I was impressed by the team, and I hope our paths cross again. Please keep me in mind for future openings. I wish you and Contoso Trading every success.
Sincerely,
ย
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Jordan Lee
How to use it
Type the hiring manager's name with their title and company, the position, and pick a reason. Each option becomes one neutral sentence, and Prefer not to say leaves the reason out. Add a sentence of your own if you want to soften it, for example that the other role keeps you in your city. The letter thanks them, declines, and ends with a line that keeps the door open.
Turn on Email version to reply by email; the address blocks and date drop out and a subject line is added. Send it within a day or two of deciding.
Things to watch
Do not criticize the offer, the process or the people, and do not negotiate in a decline letter. If you would take the job at a different salary, you are not declining; use the counter offer letter template on this site instead. If you are declining because you accepted elsewhere, the job offer acceptance letter template covers that side.
Calculators that go with this
Frequently asked questions
Do I have to give a reason?
No. Pick Prefer not to say and the letter declines without one. A short neutral reason is a courtesy that helps the company adjust future offers, but you owe them nothing beyond a prompt, polite answer.
Should I call first?
If the hiring manager interviewed you more than once or made a strong effort, a short call before the email is good manners. For a recruiter you only met once, the email alone is fine.
Why is there no address or date?
This is written as an email, not a mailed letter. Copy the subject line into the subject box and the rest into the body of your email. If you need a printed letter, use the letter version of the same template.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.