Turning down a job offer you’ve already accepted isn’t exactly the email you want to write, but sometimes it’s the right move for your career or personal life.
If you’re feeling guilty or worried about how this will be received, take a breath—you’re not the first person to face this situation, and you won’t be the last. The key is to act quickly and communicate respectfully.
In this article, we’ll walk through the steps to declining a previously accepted job offer politely, while keeping your reputation intact.
Key takeaways
- Don’t wait too long to say no. Addressing your decision quickly minimizes disruption to the employer and reflects your professionalism.
- Keep it simple and honest. You don’t need a long explanation—just be clear and polite.
- Skip the negativity. Even if the job wasn’t great, there’s no need to burn bridges or criticize the company.
- Call first, then email. A quick call shows respect, and a follow-up email keeps everything official.
- End on a good note. Say thank you and offer to stay connected—you never know when your paths might cross again.
First, let’s talk about the cases when it’s acceptable to rescind a job offer.
When is it okay to decline a job offer you already said yes to?
Just like companies occasionally withdraw job offers (and yes, it happens more often than you think), you’re allowed to change your mind too. Most of the time, if you handle it professionally, there’s no lasting harm.
Why does timing matter?
It’s all about business etiquette. The sooner you notify the employer, the less disruption you’ll cause to their hiring plans. Every day you delay could leave them scrambling to fill the role. Your email or call will give them time to move forward and maybe even offer the job to someone else who’s been waiting for the chance.
Valid reasons for declining an accepted job offer
Life happens, and plans can shift—here are some legitimate reasons to say no:
- A better offer that aligns more closely with your career goals or personal values.
- Changes in personal circumstances, like family obligations, health concerns, or relocation.
- Discovering details about the role or company that make you uncomfortable.
- Ethical concerns or red flags about the workplace culture or leadership.
- Compensation or benefits that don’t meet your needs after closer evaluation.
Whatever your reasons, it’s always best to end the conversation sooner rather than later.
However, if you’ve signed a contract and want to back out, proceed carefully.
PRO TIP
Take a close look at what you’ve signed—some contracts include clauses that limit when and how you can back out. While most jobs in the U.S. are “at-will,” meaning you or the employer can end the relationship at any time, your specific contract might have terms or penalties for early withdrawal.
If it’s just a verbal offer and no paperwork has been signed, you’re usually in the clear. That said, it’s always smart to handle the situation with professionalism to keep things on good terms.
Before we move to the practical tips, let’s evaluate whether you’re really ready to say no.
Below is a simple to-do list to help you decide.
Should you decline a job offer you’ve already accepted?
1. Reassess your priorities
- Does this job align with your long-term career goals?
- Are the role and company values compatible with what matters most to you?
2. Review your circumstances
- Have your circumstances changed for any reasons such as health, family, or relocation?
- Have you received a better offer that is more in tune with your goals?
3. Understand the job details
- Have you learned something new about the role, team, or company that feels like a dealbreaker?
- Are the salary, benefits, or work-life balance below your expectations?
4. Consider the professional impact
- Will declining harm your reputation in your industry?
- Have you weighed the potential consequences for future opportunities with this employer?
5. Reflect on timing
- Are you prepared to communicate your decision quickly to minimize disruption?
- Have you reviewed any contracts or agreements to ensure no legal consequences?
6. Decide with confidence
- Does this decision feel like the best choice for your career and well-being?
- Are you ready to handle the conversation professionally and respectfully?
Once you’re certain this job isn’t the right fit for you, it’s time to follow a few straightforward steps to formally decline the offer.
How to reject a job offer you initially accepted—four simple rules
Walking away from an opportunity feels like a high-stakes decision. But if you’ve made up your mind, there’s a way to handle it that’s respectful and professional.
Here are a few simple rules to guide you through the process.
Act fast
Once you’ve decided to decline the offer, don’t delay—reach out promptly. Clear and timely communication allows the company to adjust its plans and move forward with other candidates smoothly.
Avoid ghosting
Ghosting a company after weeks of job interviews—cutting off communication without notice— can seriously damage your professional reputation. In fact, 85% of US employers believe that job seekers should never ghost an employer, even though more than a third admit to having done so themselves.
Always communicate openly to maintain your credibility and keep future opportunities within reach.
Give them a call first
Choosing the right way to reach out is key. While an email or a letter is the formal way to share your decision, starting with a quick call to the recruiter or hiring manager is even better. It shows respect for their time and effort, demonstrates care, and helps preserve a positive relationship for the future.
Keep it polite and to the point
There’s no need to over-explain or justify your decision. A simple, clear explanation—or none at all—is perfectly fine. Focus on being polite, professional, and concise rather than dwelling on unnecessary details.
End on a positive note
If your decision is final, be clear and firm in your communication. However, maintain an approachable tone. Offer a professional thank-you and express interest in keeping the relationship cordial.
PRO TIP
Even if the company has disappointed you, resist the urge to channel a negative tone. Criticizing them won’t change the past—it’ll only burn bridges and damage your reputation. Show that you know better by focusing on professionalism and grace, leaving a positive impression regardless of the circumstances.
Below are two ready-to-use templates if you can’t find the right words for your call or email.
Templates for turning down a job offer you agreed to
Just like a well-written cover letter that conveys why you want the job, your message declining an offer needs a clear and professional structure. Whether it’s an email or a phone call, the right format ensures your message is polite and clear.
Here's the structure to follow:
- For a formal letter: Include the recipient's name, position title, company name, and address, followed by the date.
- For an email: Use a clear subject line, like "Decision Regarding Job Offer."
- Salutation: Greet the recipient by name (e.g., "Dear [Hiring Manager’s Name]").
- Opening: Express gratitude for the offer and opportunity.
- Body: Briefly explain your decision and acknowledge their effort without going into unnecessary details.
- Closing: End on a positive note, offering to stay in touch or expressing appreciation again.
- Sign-off: Use a professional sign-off like "Best regards" or "Sincerely," followed by your full name.
Email template for declining a job you already accepted
Subject: Decision Regarding Job Offer
Dear [Hiring Manager’s Name],
Thank you so much for offering me the [Position Title] role at [Company Name]. I truly appreciate the time and effort you and your team have invested in getting to know me and considering me for this opportunity.
After careful consideration, I’ve decided to decline the offer as it’s not the right fit for me at this time. This was a difficult decision, as I was genuinely impressed by [Specific Positive About the Company/Team].
I deeply value the opportunity and hope we can stay in touch. Thank you once again for your support and understanding. Wishing you and your team all the best in finding the right candidate for the role.
Best regards,
[Your Full Name]
Formal letter template for rescinding a job
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
Dear [Recipient's Name],
Thank you very much for offering me the [Position Title] role at [Company Name]. I deeply appreciate the time and effort you and your team dedicated to the hiring process and for considering me for this opportunity.
After careful consideration, I have decided to respectfully decline the offer as it is not the right fit for me at this time. This was a difficult decision, as I was truly impressed by [Specific Positive Aspect of the Company].
I sincerely value the opportunity to learn more about [Company Name] and its team, and I hope we may cross paths in the future. Thank you again for your understanding, and I wish you and your team every success in finding the right candidate for this position.
Sincerely,
[Your Full Name]
Phone call script for turning down an initially accepted job offer
Hi [Hiring Manager’s Name], this is [Your Name]. Do you have a moment to talk? I wanted to thank you again for offering me the [Position Title] role. I really appreciate the time and effort you’ve put into the process.
After a lot of thought, I’ve decided to decline the offer. It was a tough decision because I was really impressed by [Specific Positive About the Company/Team]. However, I believe this is the best choice for me at this time.
I truly value the opportunity to get to know you and your team, and I hope we can stay connected. Thank you so much for your understanding, and I wish you all the best in finding the perfect fit for the role.
If there’s anything I can do to help make the transition smoother, please let me know.
Next, let’s look at some more examples of how to craft an email for declining a job offer, tailored to different reasons for your decision.
Examples of how to rescind a job offer via email
Did you know that professionals in industries like IT and business services turned down nearly one in five job offers five years ago? With trends like these, knowing how to professionally decline an offer is essential.
Let’s look at some email examples to help you do it the right way.
When you’ve received a better offer
Choosing to work for someone else is a common reason for declining an accepted role, especially in competitive industries like information technology.
Here’s how to write a polite job offer withdrawal email:
Subject: Decision Regarding Software Developer Offer
Dear Sarah Miller,
Thank you so much for offering me the Software Developer role at Innovatech Solutions. I truly appreciate the time and effort you and your team spent getting to know me and sharing more about the exciting projects your company is working on.
After careful consideration, I’ve decided to accept another opportunity that aligns more closely with my long-term career goals. This was not an easy decision, as I was genuinely impressed by Innovatech’s innovative approach and welcoming team culture. I apologize for any inconvenience my decision may cause and truly appreciate your understanding.
I sincerely hope we can stay in touch, and I wish you and the team every success in finding the perfect candidate for this role. Thank you again for the opportunity and for your understanding.
Best regards,
Michael Davis
When there’s a change in your circumstances
Sometimes recent life changes make it impossible to move forward with a job you’ve already accepted. Whatever the reason, communicate your decision with honesty and professionalism.
Subject: Decision Regarding Data Analyst Offer
Dear Mark Taylor,
Thank you so much for offering me the position of Data Analyst at Brightview Analytics. I deeply appreciate the opportunity and the kindness you and your team showed me throughout the hiring process.
Unfortunately, due to unforeseen changes in my situation, I am unable to move forward with this role. This decision was not made lightly, as I was genuinely excited about joining Brightview and contributing to the important work your team is doing.
I hope we can stay in touch, and I wish you continued success in finding the right candidate for the position. Thank you again for your understanding and support during this time.
Best regards,
Emily Carter
When the role or the company doesn’t align with your needs
Even in this scenario, it’s important to decline respectfully without being overly critical.
Here’s an example of how to decline an offer for a project manager role after initially accepting it:
Subject: Decision Regarding Project Manager Offer
Dear Lisa Smyth,
Thank you so much for offering me the Project Manager position at Apex Solutions. I’m grateful for the time you and your team invested in the interview process and for giving me the chance to learn more about your company.
After much thought, I’ve decided to decline the offer as I feel the role doesn’t fully align with my career needs at this time. This was a tough decision, as I admire Apex’s commitment to innovation and the collaborative culture your team embodies.
Thank you again for the opportunity and your understanding. I wish you and your team all the best.
Best regards,
Alex Morgan
The final part of this guide discusses how to gracefully decline an employer after initially accepting their offer.
Common mistakes to avoid when declining a job offer
Missteps like vague communication or unnecessary negativity can leave a lasting impression—and not the good kind.
Here’s what to watch out for:
What to avoid when turning down a job offer
- Being vague or dishonest: Don’t leave the employer guessing or provide a false reason for your decision.
- Failing to notify the employer promptly: Waiting too long to communicate your decision can disrupt their hiring process and reflect poorly on your professionalism. Act as soon as you’ve made up your mind.
- Overexplaining your decision: Providing too many details can come off as defensive or insincere. Keep your reasoning brief and focused without going into unnecessary depth.
- Criticizing the role or company: Sharing negative feedback about the company, role, or hiring process—even if you feel justified—can harm your image and relationships.
- Making it a negotiation strategy: If you’re declining in hopes of receiving a better offer, tread carefully. This can backfire if the employer sees it as insincere or manipulative.
- Using an unprofessional tone: Sounding too casual or abrupt (e.g., “This isn’t going to work for me”) can come off as disrespectful.
- Ignoring feedback opportunities: If the employer asks for feedback about your decision, it’s okay to offer constructive but neutral input. However, avoid being overly critical or dismissive.
So, what happens after you decline a job offer? Do you expose yourself to any professional risks?
This doesn’t have to hurt your career prospects if you follow these simple rules:
Golden rules for preserving your reputation after rescinding a job offer
- Prioritize promptness and clarity: Communicate your decision as soon as possible and don’t get bogged down in unnecessary details.
- Stay polite and professional: A warm and courteous tone can soften the disappointment, even if you’re saying no.
- Keep networking in mind: The hiring manager you’re turning down today might be your contact for a future role. Express interest in staying connected, and follow through where appropriate.
Frequently asked questions on declining an initially accepted job offer
Below are answers to some of the most frequently asked questions about handling this tricky situation with confidence.
Can I decline a job offer after signing a contract?
Yes, but proceed carefully. Some contracts may include clauses about notice periods or penalties for withdrawing. Always review your contract carefully and consult a legal professional if unsure.
How much notice should I give when turning down an accepted offer?
The sooner, the better. Ideally, notify the employer as soon as you’ve made your decision. Waiting too long can cause unnecessary disruption and may hurt your professional reputation.
What should I do if the company counters an offer I already declined?
Evaluate the counteroffer carefully. Does it address your concerns about salary, responsibilities, or growth opportunities? If not, politely restate your decision and decline again. If it’s compelling, ensure you fully understand the new terms before reconsidering. Whatever your choice, respond promptly and professionally to maintain goodwill.
Conclusion
Saying no to a job you’ve already accepted is never fun—for you or the employer. But let’s be real, it happens more often than you’d think. The key is handling it with care. A quick, clear, and respectful approach smooths things over and shows you value the relationship, even if you’re moving on.
At the end of the day, professionalism is what keeps doors open and reputations intact.
Make one that's truly you.
