How to Turn Down a Job Offer by Email

Including Necessary Information

Thank them for the opportunity. Be concise and acknowledge the time and work that went into the recruiting process. You don’t need to be overly personal, but referring to a specific manager or person who worked with you during the hiring process can help strengthen your professional network. For example, you might say “Thank you for offering me this opportunity at XYZ Company. You and Dr. Johnson have been incredibly helpful during this interview process.” Express gratitude for them presenting you an offer and believing in you and including you as part of their recruitment process.

Tell them why the job isn’t a fit for you. You can be vague, but it’s best practice to politely let the hiring manager know why you’ve decided not to move forward. Don’t be negative. You don’t want to burn any bridges, so don’t focus on complaints you might have about the role or company. Focus on your career goals and aspirations. If the responsibilities of the role don’t align with where you see your career going, feel free to let them know. For example, if you’re more interested in management and the role is more administrative, point that out. For example, you could say “After much consideration, I have decided not to move forward with this offer. I appreciate the opportunity, but it doesn’t align with my current career goals” or “I appreciate this opportunity, but I’ve decided to take a position elsewhere.” You could also say something like "This was a really tough decision, but I've thought about what's best in the long-term for both me and your company, and I've decided to go with another option."

Offer to keep in touch. If you think you may have interest in applying at another point, let the recruiter know you’re open to a conversation in the future. This can be a simple pleasantry that lets the company know you’ve ended things on good terms. For example, you could write “While this position may not be the best fit right now, I wish you and XYZ Company well. I would be happy to consider an opportunity in the future.”

Putting It All Together

Make your subject line clear. Your subject line should be concise. It’s best to just include the title of the position and your full name. For example, your subject line could simply be “Media Associate - John Harris.” Your subject line doesn’t need to make it clear that you’re declining the position. There will be plenty of space to do that in the body of your email.

Address the recipient of the email by name. If you worked with a specific manager or recruiter, it’s best to personalize your message. Be sure to use a professional greeting such as “Dear.” For example, you could use “Dear Mr. Smith.” Make sure you spell their name correctly and use the correct prefix (i.e., Mr., Mrs., Ms., Dr., Mx.).

End the email with a professional goodbye. A simple “Sincerely” will suffice as you don’t want to be overly cordial or familiar. You should also include your full name. For example, you could write “Sincerely, John Harris." You can also include your phone number and email after your name if you feel it's appropriate.

Spell check your email and hit send. Read over your email for any spelling errors or mistakes. Make sure names are spelled correctly; you don’t want your email to seem careless or rude.