January 19, 2022

How to Decline a Job Offer Letter: The Right Way

So, you've just accepted a job offer. Congrats!  You’re about to start an exciting journey. You know what's not so exciting?  Declining the same job offer letter after accepting it.

How do you gracefully back out of your commitment when something better comes along? And how can you make sure that doesn't happen again?

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This might be a scenario. There might have other scenarios. What are they?

Sometimes, you'll receive offers that are not so attractive. Maybe the pay isn't what you were looking for, or maybe the company doesn't offer enough growth potential. Whatever it is, it's essential to decline a job offer letter gracefully so that you can maintain good relationships with future employers.

Now how to turn down a job offer letter in these cases? How to write a decline job offer letter when job isn’t the right fit? How to decline a job offer because of salary?

Here are some tips and tricks with email samples that will help you keep your reputation intact without losing face.

How to decline a job offer letter right way?

First and foremost, inform the hiring manager or recruiter as soon as you've made your decision. If you tell them at the last moment, it will not help you maintain a good relationship with them. I hope you understand.

The second thing is to be polite and thank them for the job offer, whatever the reason you turn it down.

I've covered some of the most typical situations for declining a job offer letter through email and how to handle each situation.

Decline a job offer letter sample

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Job offer rejection letter due to personal reasons

You may have a strong desire to do a job. But sometimes, because of your personal reason, it may not be possible. Now you are thinking about how to turn down the job offer via email. Have a look below:

Dear Mr. Lee,

I have received a job offer from your company. I would like to thank you for offering me this position. I know it is a great opportunity, and I was very excited about it.

Unfortunately, I am not able to accept your offer. Actually, the location of the office is inconvenient for me. It will take me at least two hours to reach the office every day, which is not feasible.

I appreciate for your time interviewing me and for the opportunity to work with you. I hope you will get the right candidate for this position soon.

Thank you again.

Kind regards,

(Your Name)

This way, you can write a job offer rejection letter due to personal reasons.

How to decline a job offer letter after accepting another job

You have got a better job offer and accepted it. Congrats! In the meantime, another job offer has come. I understand. It sometimes happens. 

The question is how to politely reject that job offer via email after accepting another job. Please take a look below:

Dear Mr. Lee,

Thank you for offering me the position. I appreciate the opportunity to interview for that, and I enjoyed meeting with you and your staff.

After much thought, I've come to the conclusion that I will not accept the position. Another company’s offer matches more with my future goal. I hope you understand.

I am sorry for any inconvenience this may cause you and your company. I wish you all the best in finding a suitable candidate for the position.


Jane Smith

This way, you can write for rejecting a job offer letter.

How to decline a job offer due to salary

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You had the opportunity to negotiate the salary and had utilized those opportunities. That’s good. But still, the job offer letter can’t match your salary expectation.

You want to decline the job offer letter due to salary. But the problem is you don’t know how to reject a job offer politely.

No worries, dear. I am here to solve your problem. Could you please take a look below? Thank you.

Hello James,

Thank you for your email and offer of the role as a Sales Executives of your company. I appreciate the opportunity. Unfortunately, I am not able to accept your offer. The salary that you have offered is not enough for me to be able to support my family.

I understand that this is a very competitive position and that the salary is based on industry standards. However, I am currently in a position where I am not able to take a pay cut.

I appreciate you taking the time to talk with me about my salary expectation. Thank you again for your consideration.



When the job isn't a good match

Hello John,

I appreciate your job offer, but unfortunately, the company's policies are not in line with my values and beliefs. I think this role isn’t the right fit for me. That’s why I am not accepting this role.

Thank you once again for your time interviewing me.

Kind regards,


I hope you have got some excellent ideas on how to turn down a job offer via email.

Frequently asked questions (FAQ)

Q: Is rejecting a job offer disgraceful?

Answer: It depends. If your situation is genuine for turning down the offer, you can do so. But in that case, you should maintain professionalism writing to the hiring manager.
Keep in mind; It's a bad idea to reject a job offer in the hopes of getting more money or a better contract later. There are most likely other people in the competition for the position.

Q: What are the reasons turn down a job offer letter?

  • The company culture is not good 
  • You don't like your future direct boss
  • Company management is weak
  • The company benefits don't go with you
  • Salary is below the industry standard
  • You have already got a better offer
  • For personal reason
These are the main reasons for declining a job offer letter.

Q: Is it bound by law to accept a job offer?

Answer: You enter into a legally binding contract when you accept a job offered to you verbally. As a result, if you accept a job offer over the phone, you cannot go for another interview, accept another position, and then reject the previous offer.

Q: Can a company cancel an offer after accepting?

Answer: A job offer is a primary contract between you and your company. If an employer cancels a job offer after accepting, it's a breach of contract. You can take legal action against it.

Q: Can you sue for a bogus job offer?

Answer: Yes, you have the right to sue your employer for making misleading promises. You can sue for misrepresentation and fraud.

To wrap things up

By this time you have understood the importance of declining a job offer letter with grace and professionalism:
You may have interviewed multiple times and received multiple job offers. And you may have made a difficult decision to turn down another offer in order to accept the one you have now. It is important to do so with grace and professionalism.
If you decide to decline a job offer, there are several ways to do it:
Appreciate the interviewers for their time and consideration. Thank them for the offer and for considering you.
Explain that you've decided to take a different job offer. Explain that you are very excited about this new opportunity and why. You can mention the company name if appropriate to do so. 
Offer to help them find a replacement for the position you are declining. This will be very helpful to them, and it will also show that you are still interested in helping the company succeed.
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