How to Decline a Job Offer: Expert Tips for Handling This Delicate Decision

You’ve invested weeks into the interview process. You’ve researched the company, prepared thoughtful answers, and even practiced how to answer tell me about yourself with confidence. Now you’re holding a job offer in your hands—and you realize it’s not the right fit. Whether it’s the salary, the commute, the company culture, or simply a better opportunity that came along, declining a job offer is a professional reality many of us face.

The tricky part? Doing it gracefully. A poorly handled rejection can damage your professional reputation, close doors with companies you might want to work with in the future, and burn bridges with recruiters who took a chance on you. On the flip side, a thoughtful, respectful decline strengthens your professional brand and leaves the door open for future opportunities.

This guide walks you through everything you need to know about declining a job offer—from timing and communication methods to what to say and how to maintain those crucial professional relationships.

Timing Your Response: Don’t Rush, Don’t Delay

The moment you receive a job offer, there’s usually a timeline attached. Most companies expect a response within 24 to 48 hours, though some offer up to a week. If you know immediately that you’re declining, resist the urge to respond within minutes. That looks hasty and disrespectful of their time and effort.

Instead, give yourself a few hours to think clearly. Sleep on it if possible. This isn’t just about being polite—it’s about making sure you’re making the right decision. Sometimes what feels wrong at first glance actually has merit when you sit with it. However, don’t take more time than they’ve given you. If they ask for a response by Friday and you wait until the following Tuesday, you’ve already made a poor impression.

If you need more time, contact the hiring manager or recruiter directly and ask for an extension. Be honest: “I’m very interested in this opportunity and want to give it careful consideration. Could I have until Wednesday to provide my decision?” Most reasonable employers will grant you a few extra days. This approach shows respect while buying you time to think clearly.

The sweet spot? Respond within 24-48 hours if you’re certain, or request a brief extension if you need one. Either way, don’t ghost them. Silence is unprofessional and creates unnecessary confusion.

Choosing Your Communication Method

How you decline matters almost as much as what you say. There’s a hierarchy of appropriateness, and it starts with a phone call.

Phone Call (Best Option)

If you have a direct relationship with the hiring manager, a phone call is your best bet. It’s personal, it shows courage, and it demonstrates respect. You can hear their tone, respond to questions in real-time, and clarify your position if needed. Call during business hours, ask if they have a few minutes, and be prepared with what you want to say. Keep it brief—this shouldn’t be a lengthy conversation.

Email (Acceptable Alternative)

If you can’t reach someone by phone or if your relationship with the company is more formal, email is perfectly acceptable. In fact, email has a built-in advantage: it creates a written record, which can be important from a professional standpoint. You can also send certified mail if you want documented proof of delivery, though that’s usually overkill for job offers.

Video Call (Conditional)

If your entire interview process was conducted via video, a video call to decline is appropriate and shows consistency. It’s more personal than email but works well in remote-first work environments.

Text or Social Media (Absolutely Not)

Never decline a job offer via text, Facebook message, or LinkedIn chat. This is unprofessional and will be remembered negatively. Even if the recruiter has been casually texting you, a job offer decline deserves better.

Crafting Your Decline Message

Whether you’re calling or emailing, your message should follow a clear structure. Here’s a template to work from:

Opening: Thank them genuinely

Start by expressing real gratitude. “I want to thank you for the opportunity and for the time you and your team invested in me throughout the interview process. I was genuinely impressed by…” Be specific if possible. Mentioning something concrete about the company or role shows you actually paid attention.

The Decline: Be clear and direct

Don’t hedge or create ambiguity. Say it plainly: “After careful consideration, I’ve decided to decline the offer.” Don’t say “I don’t think it’s the right fit” or “I’m leaning toward another opportunity.” Those phrases suggest you might change your mind, which complicates things.

The Reason: Keep it brief and honest

You don’t owe them a detailed explanation, but a sentence or two about why helps maintain goodwill. Here are some honest approaches:

• “I’ve accepted another position that aligns more closely with my career goals.”
• “After reflection, I realized the commute and my current family situation aren’t compatible.”
• “I’ve decided to pursue a different direction in my career at this time.”
• “The compensation package, while generous, doesn’t align with my financial needs.”

Avoid being negative about the company, the role, or the people you met. Even if the real reason is “your office culture seems toxic” or “the manager seemed difficult,” don’t say that. You never know who knows whom in your industry.

Closing: Leave the door open

End with something like: “I hope we can stay in touch, and I’d welcome the opportunity to work together in the future if circumstances change.” This keeps the relationship professional and warm.

What NOT to Say When Declining

Understanding what to avoid is just as important as knowing what to say. Here are common mistakes:

• Don’t apologize excessively. One “I apologize for any inconvenience” is fine. Saying it repeatedly makes you sound uncertain about your decision.
• Don’t criticize the offer. Comments like “The salary is too low” or “The benefits package is disappointing” are unnecessary and bridge-burning.
• Don’t be vague about your reasons. “It’s just not right for me” without context seems dismissive.
• Don’t mention a competing offer unless asked. Saying “I got a better offer elsewhere” can feel like you’re rubbing salt in the wound.
• Don’t leave room for negotiation unless you actually want to negotiate. Phrases like “unless you can increase the salary” invite pushback.
• Don’t make it personal. Avoid comments about the hiring manager, interviewer personalities, or office politics.
• Don’t delay in writing. If you’ve said no verbally, follow up with a written confirmation within 24 hours.

Following Up in Writing

After you’ve declined verbally (or if you declined via email), send a formal written follow-up. This doesn’t need to be elaborate—a short, professional email works perfectly.

Subject line: “Re: Job Offer Decline – [Your Name]”

Body:

Dear [Hiring Manager Name],

Thank you again for the opportunity to interview with [Company Name]. I appreciate the offer for the [Position Title] role. After careful consideration, I’ve decided to decline and pursue another direction at this time.

I genuinely enjoyed meeting your team and learning about the company’s vision. I hope we can stay connected, and I wish you success in finding the right candidate.

Best regards,
[Your Name]

Keep it short and professional. This written record serves as documentation and shows that you handled the situation with maturity and respect.

Maintaining Professional Relationships

Here’s something many people overlook: declining a job offer isn’t the end of your relationship with that company. It’s actually the beginning of a different kind of relationship.

Stay connected on LinkedIn with the hiring manager and relevant team members. Not immediately after declining (give it a week or two), but eventually. You might work with these people in the future, either at the same company or elsewhere.

If you genuinely found the company impressive, consider following them on social media or subscribing to their newsletter. Engage thoughtfully with their content occasionally. This keeps you on their radar without being pushy.

If a similar role opens up in six months or a year, reaching out to say “I’ve thought about your company often and would like to discuss this new opportunity” is perfectly acceptable. People understand that circumstances change and candidates sometimes have second thoughts.

The key is to treat the declining company with the same respect and professionalism you’d want if you were in their shoes. When the time comes to make major professional decisions, like how to become a judge or pivot into leadership roles, the relationships you’ve maintained matter enormously.

Handling Counteroffers

Sometimes, after you decline, the company comes back with a counteroffer. Maybe they increase the salary, improve the benefits, or adjust the role to address your concerns. Now what?

First, recognize this for what it is: a sign that they really want you. That’s flattering, but don’t let flattery cloud your judgment. If you declined for a reason that money won’t fix—like you accepted another job you’re more excited about, or the role doesn’t align with your career goals—a counteroffer won’t change that.

However, if your hesitation was primarily about compensation or a specific job responsibility, a counteroffer might be worth reconsidering. In that case, ask for time to think about it (24-48 hours), and be honest about what would make you reconsider.

If you do decide to accept a counteroffer, communicate this immediately and clearly. Don’t leave them hanging. If you stick with your decline despite the counteroffer, reaffirm your decision politely and don’t second-guess yourself.

One important note: if you’ve already accepted another position and signed paperwork, declining a counteroffer and walking back to the first company is generally not advisable. It damages your credibility. Stick with your original commitment.

Frequently Asked Questions

How long do I have to decide on a job offer?

Most companies expect a response within 24 to 48 hours. Some offer up to a week. If you need more time, contact the hiring manager or recruiter and ask for an extension. Being upfront about needing time is better than missing their deadline.

What if I decline and then want the job later?

It’s possible but not always straightforward. If you declined recently and circumstances have genuinely changed, reaching out to express renewed interest is acceptable, but don’t expect enthusiasm from the company. They’ve likely moved on to other candidates. If you endorse a check of their trust by declining and then reversing course, you’re asking them to take a risk on you again.

Should I tell the company if I’m declining for another job?

You don’t have to, but you can. Saying “I’ve accepted another position” is honest and straightforward. Avoid comparing the two opportunities or making it sound like you chose the other company because they’re better. Simply state the fact.

Is it okay to decline by email?

Yes, email is acceptable, especially if you couldn’t reach someone by phone or if the interview process was entirely remote. However, a phone call is generally preferred because it’s more personal.

What if I’m still undecided?

Ask for more time. Contact the hiring manager and say something like: “I’m very interested in this opportunity, but I’d like to give it proper consideration. Could I have until [specific date] to respond?” Most companies will grant you a few extra days.

Can I negotiate after declining?

If they come back with a counteroffer, yes, you can negotiate. But be careful not to create a back-and-forth that frustrates them. If you’re going to negotiate, do it clearly and decisively.

How do I decline without burning bridges?

Be professional, honest, and respectful. Thank them for the opportunity, explain your decision briefly without criticizing the company or role, and express genuine interest in staying connected. A positive decline is remembered far better than a negative acceptance.

Should I stay connected with the company on social media?

Yes, after a week or two, connecting on LinkedIn is appropriate. You might work together in the future, and staying on good terms keeps doors open.

What if the hiring manager seems upset when I decline?

Stay calm and professional. Their reaction is about their disappointment, not about you. Reaffirm your decision politely and thank them for understanding. Don’t let their frustration change your mind unless you genuinely want to reconsider.

How should I handle this if the job offer is in writing?

Respond in writing as well. An email decline is professional and creates documentation. If you initially declined by phone, follow up with an email confirmation within 24 hours to ensure there’s no misunderstanding.