How to decline a job interview politely: Tips and examples
So you've landed a job interview for a promising role and fixed a date with the hiring manager. Two days before the big day, you're doing some online research on the company — and you come across some unflattering employee reviews about the company culture. It's clear that this isn't the right place for you — but how do you decline the interview while leaving a good impression?
Whether you’ve had a change of heart, a better offer, or you’ve realised the job isn’t the right fit for you, it’s important to know how to turn down a job interview. In this article, we’ll walk you through how to do this gracefully. Here are some tips and scripts to craft a professional response that keeps your reputation intact.
- Why decline a job interview?
- Why the way you decline a job interview matters
- How to decline a job interview politely
- Sample email templates for rejecting a job interview
- Final thoughts
- FAQs
Why decline a job interview?
Declining an interview offer might seem awkward, but there are many valid reasons for saying no. Some common ones include:
You've already accepted a job offer somewhere else.
During a job search, it's normal to line up a few interviews back-to-back. But then you land a great job offer — congratulations! — and you're no longer keen on these other opportunities.
You've realised the job doesn't align with your career path.
After a second look at the job description, you've noticed that the role doesn't offer the right support for your career goals.
Your schedule has changed unexpectedly.
Maybe you've decided to take some part-time courses, or your side hustle is getting busy. This means your availability no longer matches the hours needed for the role.
The culture isn't a good fit for you.
If you've done your homework on the company culture and the vibe doesn't seem right, it's perfectly okay to turn down that interview. You want to find a work environment that helps you do your best work.
Why the way you decline a job interview matters
Declining a job interview professionally helps you to maintain a positive relationship with the company. Remember, even if you're not interested in the position, the hiring manager has taken the time and effort to consider your application and schedule an interview.
By declining gracefully and expressing your appreciation for their time, you leave the door open for future opportunities and networking benefits. A well-crafted, thoughtful response speaks volumes about your professionalism, setting you apart as someone considerate and respectful.
Conversely, a poorly handled rejection can tarnish your reputation, making it tough to land future opportunities. The professional world is smaller than you think, and word gets around. How you handle this one interview offer can impact the bigger picture of your career.
How to decline a job interview politely
Assess the situation
Before you make up your mind, do a little digging. Get a sense of the company culture by looking for employee reviews on sites like Glassdoor. If you notice that many people have brought up red flags, it might be a warning sign to steer clear of this company.
Take a moment to consider your career aspirations as well. Read the job description closely and ask yourself if it fits in the bigger picture of what you want. Will this role be a good stepping stone towards your career goals?
Lastly, think about your personal commitments and responsibilities, such as family and work-life balance. If taking this job would mean making major sacrifices that don't line up with what's important to you, it might be best to pass on the interview.
Respond as promptly as possible
If you've decided to turn down the interview, it's best to let the hiring manager know as soon as possible. A good rule of thumb is to reply within 24–48 hours.
A prompt response demonstrates respect for the interviewer's time. You want to avoid leaving them hanging or holding up their hiring process.
Keep your email concise and professional
When it comes to writing your rejection email, the golden rule is to keep it brief. A clear and focused message avoids wasting the hiring manager's time, so get to the point quickly and avoid unnecessary details.
For clarity, you can structure your email with a concise introduction, body paragraphs, and a closing statement.
Open with a thank you — it's simple, but it goes a long way. Express your gratitude for the opportunity and thank the hiring manager for considering you for the role.
In the body of your email, explain that you're declining the interview. There's no need to go into great detail about why you're saying no. Instead, focus on showing your respect for the company and the chance you were given.
Wrap up your email by expressing thanks once more and wishing the employer success in finding the right candidate. If you'd like, you can mention that you're open to staying in touch or being considered for other roles down the line.
Sample email templates for rejecting a job interview
To help you put the tips above into practice, we've crafted three email templates to use as inspiration.
Template 1: Declining an interview with a brief explanation
Dear [Interviewer's Name],
I hope this email finds you well. Thank you for considering me for the [role] at [company name]. I appreciate the time and effort you have invested in reviewing my application.
However, I regret to inform you that I will not be able to proceed with the scheduled interview. I have recently accepted another job offer that aligns more closely with my career goals. After careful consideration, I believe this opportunity will provide me with the growth and development I am seeking at this stage of my career.
I sincerely apologise for any inconvenience caused in your interview process. Once again, I'm grateful for the opportunity to have been considered for this position.
Sincerely,
[Your Name]
Template 2: Declining an interview without explanation
Dear [Interviewer's Name],
I hope this email finds you well. I wanted to express my appreciation for considering me for the [role] at [company name]. I'm grateful for the opportunity.
However, after careful consideration, I have decided to withdraw my application and decline the job interview invitation. I apologise for any inconvenience caused and understand the time and effort you have invested in the hiring process.
I wish you and [company name] continued success in finding the right candidate for the position. Thanks so much for your understanding!
Best regards,
[Your Name]
Template 3: Declining an interview while expressing continued interest in the company
Dear [Interviewer's Name],
I hope this email finds you well. Thank you for considering me for the [role] at [company name]. I am grateful for the time and effort you have invested in reviewing my application.
However, I regret to inform you that I will not be able to proceed with the scheduled interview. Due to a recent change in my personal commitments, I am unable to pursue new job opportunities at this time.
My sincere apologies for any inconvenience caused. I admire the work that [company name] does and the values it stands for. I would be delighted to stay connected and explore potential opportunities in the future.
Thank you once again for your understanding. I wish you and [company name] continued success.
All the best,
[Your Name]
Final thoughts
Turning down an interview can be a delicate affair, but with the right approach, you can pull it off without ruffling any feathers.
Once you've made up your mind to decline, act as soon as possible. Be prompt, be brief, and express your gratitude for the opportunity. By keeping things concise and professional, you can leave a good impression in the minds of your hiring manager and keep the door open for future opportunities.
More from this category: Job interviews
FAQs
- How do I politely decline a job interview without offending the employer?
The trick is to be polite, professional, and to the point. Always start by thanking them for the opportunity and expressing your gratitude for their time. Then, let them know why you can't make it in a respectful yet concise way. Finish up by thanking them again and wishing them the best. - Should I decline a job interview by email or phone?
Email is usually the way to go. It gives you the chance to put together a thoughtful response that's clear and to the point.
The exception is if you're well-acquainted with the interviewer, or if you're keen to stay connected with them. In that case, a quick call may add a personal touch and help you maintain a positive relationship with them. - What reasons can I give for declining an interview?
There are many reasons why you might need to say no to a job interview. Here are a few that often come up:
- You've already accepted a different offer.
- You're no longer interested in the role.
- You have a scheduling conflict.
- You have a change in personal circumstances, such as relocation or family responsibilities.
- You've realised the job requirements or company culture do not match your expectations.
- You're prioritising professional development or further education.
- You have a personal emergency or health-related concerns.
Whatever your reasons, remember to be respectful and professional when communicating them. - Can declining a job interview negatively affect my future job prospects?
As long as you handle the situation professionally and respectfully, declining a job interview is unlikely to negatively impact your future job prospects. Most employers understand that candidates have various reasons for declining interviews.
Always express your thanks and communicate your decision promptly. This can help reduce any potential impact on your reputation and job prospects. - How can you keep the door open for future opportunities?
Let them know you’re open to keeping in touch and express your admiration for the company's work. You can even ask if they’d consider hanging onto your resume for any future openings.
