Writing an email to decline a job offer requires tact and professionalism. Begin your email by thanking the employer for the offer and the opportunity to interview, showing your appreciation for their time and consideration. Clearly state your decision to decline the offer, but avoid going into extensive detail about your reasons. Maintain a positive tone throughout and express a desire to keep in touch, leaving the door open for future opportunities. Be sure to proofread your email for clarity and politeness, ensuring that you do not use vague language or leave out key details like your gratitude for the offer.

Table of Contents:

Sample Email: How to Write an Email Declining a Job Offer

To: ____________ @____________
CC: ____________ @____________
BCC: ____________ @____________

Date: __/__/____ (Date)

Subject: Declining Offer for the Position of ______ (Mention post)

Dear _________ (HR Manager’s Name),

Thank you very much for offering me the position of _________ (Job Title) with _________ (Company Name). I appreciate the time and effort your team spent reviewing my application and interviewing me.

After careful consideration, I have decided to decline the offer, as I believe doing so is in the best interest of both my career goals and personal circumstances at this time. This was a difficult decision, as I hold _________ (Company Name) in high regard.

I am very grateful for the opportunity and hope to possibly cross paths in the future. Please do not hesitate to reach out if there are other potential opportunities or ways in which we might collaborate.

Thank you once again for your offer and understanding.

Best regards,

_________ (Your Name)
_________ (Your Contact Information)

Live Editing Assistance

Live Preview

How to Use Live Assistant

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

  • Start Typing: Enter your letter content in the "Letter Input" textarea.
  • Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

Additional Template Options

The letter writing editor allows you to start with predefined templates for drafting your letters:

  • Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
  • Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Download Options

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Share via Email

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Share via WhatsApp

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

Copy to Clipboard

If you want to copy the text of your letter to the clipboard:

  • Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
  • Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

  • Print Letter: Click the "Print Letter" button after composing your letter.
  • Print Preview: A new browser window will open showing your letter formatted for printing.
  • Print: Use the print dialog in the browser to complete printing.


Q1: How quickly should I respond to a job offer if I plan to decline it?
  • It is courteous to respond as soon as you have made your decision, ideally within a few days of receiving the offer, to allow the employer to proceed with other candidates.
Q2: Is it necessary to provide a detailed reason for declining a job offer?
  • It is not necessary to provide detailed reasons. A brief mention that the position does not align with your current professional goals or circumstances is sufficient.
Q3: Should I express willingness to consider future opportunities even if I decline this offer?
  • Yes, if you are genuinely interested in the company, expressing openness to future opportunities can maintain a positive relationship with the employer.
Q4: How can I decline a job offer without burning bridges?
  • Express gratitude for the offer, be respectful in your communication, and ensure that your tone is appreciative and professional throughout the email.
Q5: Can I decline a job offer via email, or should I call?
  • Declining via email is acceptable and often preferred as it provides a written record of your communication. However, if you have developed a close relationship with the hiring manager, a phone call might be a more personal method.