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August 26, 2025
This guide explains how to professionally and respectfully decline a job offer when it isn’t the right fit, while maintaining positive relationships and protecting your professional reputation.
Receiving a job offer can be very flattering, but sometimes it just isn’t the right job for you. Perhaps you’ve already accepted a position elsewhere, or maybe you realised at the interview that you just weren’t a good fit with the company’s culture. In such cases, declining a job offer is the best course of action, but it can be difficult to know how to do it sensitively and appropriately.
In today’s candidate-led job market, more applicants are receiving multiple job offers, so it isn’t too surprising that this is an increasing problem. That’s why we’re bringing you this helpful guide so you can avoid making a mistake.
The first thing you need to determine is whether you really want to reject the offer. There are a number of reasons why you may be considering rejection:
You should think very carefully if you’re only rejecting a job offer because you’re waiting to hear back from another opportunity or because there’s somebody working on the team that you dislike.
Respectful Communication
Declining an offer with courtesy leaves a positive impression and keeps doors open.
Confidence in Your Choice
Turning down a role that isn’t right helps you stay focused on opportunities that truly fit your goals.
If you need to decline a job offer over the telephone you should do it by speaking, whenever possible, to the person who offered you the post, explaining briefly why you’d like to decline and thanking them for offering you the opportunity. Make sure to say positive things about the company, role or process and be candid, but tactful about your reasons for not accepting. Don’t dwell on any negatives or criticise the company. Make sure the conversation ends positively too.
Although it’s considered to be polite to telephone the company in order to reject an offer of employment, you should confirm your decision in writing by either email or letter. You should keep the communication concise and clear, taking time to thank the employer for offering you the opportunity and saying it was a hard decision to make but you’re going to decline.
Explain your reasons briefly and tactfully before ending with a positive statement. Make sure you address the letter or email to the individual who offered you the post and include your contact details, address and name. Also, ensure that you’ve proofread everything before sending.
If you’re declining the position for a reason that could cause offence, it’s important to be very careful when turning the job down. Don’t burn your bridges. Saying something tactful instead such as “I’ve realised that it’s the wrong time to leave my current position” is a good way to refuse the post without offending anyone.
For more information, get in touch with our expert team today.
01225 805080
info@cmdrecruitment.com
Highlights
FAQs
Yes, it’s perfectly acceptable if the role is not right for you, as long as you respond professionally.
A brief explanation is fine, but you don’t need to go into detail.
Either is acceptable, but prompt and polite communication is most important.
