Decline job offer email that is polite and keeps the door open
You got the offer, but you are taking another job, the pay is not right, or the role is not a fit. Saying no feels awkward, and many people wait too long. This prompt has your todo.is agent write a short, gracious email that declines quickly, thanks the people who interviewed you and leaves the door open, with the right amount of reason for your situation.
The prompt
- Write an email declining the job offer for [JOB TITLE] at [COMPANY], to [RECRUITER OR HIRING MANAGER NAME]. My reason is [YOUR REASON], but only share it at this level: [HOW MUCH TO SHARE]. Thank them for [SOMETHING SPECIFIC FROM THE PROCESS]. Say I would be glad to stay in touch. No long apologies, no criticism of the offer, no mention of the other company's name. Keep it under 120 words with a clear subject line. Then write a second, even shorter version. Save the first as a Gmail draft. Do not send it.
What to change
- [JOB TITLE]: E.g. "Senior Product Designer".
- [COMPANY]: E.g. "Lumen Health".
- [RECRUITER OR HIRING MANAGER NAME]: Whoever made the offer, e.g. "Priya Shah".
- [YOUR REASON]: E.g. "accepted another offer", "salary too far from my needs", "role is more junior than I want". Stays private unless you choose.
- [HOW MUCH TO SHARE]: "no reason", "a general reason" or "the honest reason".
- [SOMETHING SPECIFIC FROM THE PROCESS]: E.g. "the design challenge discussion with the team".
Example result
- Sample 1: accepted another offer
- Subject: Senior Product Designer offer: my decision
- Hi Priya,
- Thank you so much for the offer to join Lumen Health as Senior Product Designer. After a lot of thought, I have decided to accept another position that is a closer fit for my plans right now, so I must decline.
- I really enjoyed the design challenge discussion with the team, and I have a lot of respect for what you are building. I would be glad to stay in touch, and I hope our paths cross again.
- Best wishes,
- Elena Rossi
- Sample 2: salary did not work
- Hi Priya,
- Thank you for the offer and for your time throughout the process. I have thought carefully about it, and the compensation is too far from what I need at this stage, so I will have to decline. I enjoyed meeting the team and would be happy to talk about future roles.
- Best,
- Elena
- Sample 3: shortest version
- Hi Priya, thank you for the offer. After careful thought I have decided not to accept it. I really appreciated your time and the team's, and I hope we can stay in touch. Best, Elena
- Do and don't
- • Do reply within a day or two of deciding. Recruiters may have a second candidate waiting
- • Do decline in the first two sentences
- • Don't name the company you chose unless asked
- • Don't criticize the offer, the team or the process in writing
- • If salary is the only issue and you would accept with more, use a salary negotiation email instead of declining
How to do it with todo.is
- Copy the prompt and fill in the role, company, contact and your reason.
- Choose how much of the reason to share, then paste it into todo.is or send it to your agent on Telegram.
- You get a main version and a shorter one, both ready to send.
- Call the recruiter if you had a close relationship, then send the email to confirm it in writing.
Tips for a better result
- Decline as soon as you are sure. A fast no is more respectful than a slow one.
- If you spoke with a hiring manager often, send them a short personal note too, not only the recruiter.
- Wait until your other offer is signed before you decline this one.
- Connect with the recruiter on LinkedIn afterwards. A polite decline often leads to a better offer later.
decline job offer email: FAQ
- How do I politely decline a job offer by email? Thank them for the offer, say clearly that you are declining, give a short reason if you want, and say you would like to stay in touch. Keep it to a few sentences.
- Do I have to give a reason for declining a job offer? No. "After careful thought, I have decided not to accept" is enough. A general reason like "a better fit for my plans" is polite and common.
- Can I decline a job offer after accepting it? Yes, but do it as soon as possible, by phone and then email, and apologize for the change. Check your signed contract for any notice rules.
- Should I call or email to decline? Email is normal and gives a clear record. If you built a close relationship with the recruiter, a short call first is a nice touch.
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