How to Decline a Job Interview
So, you’ve got an interview offer sitting in your inbox. But instead of excitement, you feel…nothing. Maybe you already landed a better job. Maybe you did some digging and found out the company isn’t the right fit. Maybe your priorities changed.
Whatever the reason, you’re about to do something that feels a little counter intuitive, saying no to an opportunity. But don’t sweat it. Declining a job interview the right way won’t make you look unprofessional. In fact, it can boost your reputation if you handle it well.
How to Decline a Job Interview The Right Way
Here’s how to bow out gracefully while keeping doors open for the future.
Step 1: Be 100% Sure Before You Say No
There’s no undo button here. Once you decline, that’s it, the opportunity is gone.
Ask yourself:
- Is this role completely off the table, or do I just need more information?
- Am I turning this down because of nerves or imposter syndrome?
- Will I regret this decision in a month?
If you’re absolutely sure, move on to the next step.
Step 2: Respond Quickly (and Professionally)
Don’t leave recruiters hanging. If you know you’re declining, let them know ASAP so they can move forward with other candidates.
A 24-48 hour response time is ideal. Anything longer? You risk looking unreliable.
Step 3: Express Gratitude
This company saw potential in you. Even if you’re not interested, show some appreciation. A simple “Thank you for considering me” goes a long way.
Even better? Compliment something specific about the company or role. This keeps things positive and leaves the door open for future opportunities.
Step 4: Keep It (Mostly) Vague
You don’t owe anyone your life story. If you have a clear-cut reason (like accepting another offer), feel free to mention it. Otherwise, keep it short and neutral.
Here are some great ways to phrase it:
- “After careful consideration, I’ve decided to pursue another direction.”
- “I appreciate the opportunity, but I’ve decided to stay in my current role.”
- “At this time, I’m not moving forward with new opportunities, but I truly appreciate your interest.”
What not to say? Anything too detailed. No need to explain your doubts about their culture, your pay concerns, or that you just don’t feel like it. Keep it classy.
Step 5: (Optional) Offer a Referral
Want to leave an even better impression? If you know someone who might be a good fit, recommend them! Employers appreciate quality referrals, and it makes you look like a pro.
Just make sure to check with the person first before you throw their name into the mix.
Example Email Templates
1. The “I’m Pursuing Other Opportunities” Response
Subject: Interview Invitation for [Job Title]
Hi [Hiring Manager’s Name],
Thank you so much for considering me for the [Job Title] position. I truly appreciate the opportunity to learn more about your team and the work you’re doing at [Company Name].
After careful consideration, I’ve decided to pursue another direction and won’t be moving forward with the interview process. That said, I have great respect for [Company Name] and hope our paths cross in the future.
Wishing you all the best in finding the right candidate!
Best,
[Your Name]
2.The “I’ve Accepted Another Offer” Response
Subject: Interview Invitation for [Job Title]
Hi [Hiring Manager’s Name],
I really appreciate the opportunity to interview for the [Job Title] role at [Company Name]. I was excited to learn more about the team and the company’s mission.
At this time, I’ve accepted another offer that aligns with my current career path. I truly appreciate your time and consideration and hope we can connect in the future.
Best wishes in your search for the right candidate!
Best,
[Your Name]
3. The “Referring Someone Else” Response
Subject: Interview Invitation for [Job Title]
Hi [Hiring Manager’s Name],
Thank you so much for reaching out. While I won’t be moving forward with the interview process, I wanted to recommend a colleague who might be a great fit for the role.
[Colleague’s Name] has experience in [relevant skills] and is currently exploring new opportunities. If you’re open to a referral, they would be a fantastic addition to your team. You can reach them at [email/LinkedIn].
I appreciate your time and consideration, and I hope we’ll have the chance to connect again in the future.
Best,
[Your Name]
Final Thoughts
Declining an interview doesn’t have to be awkward. As long as you’re professional, prompt, and polite, you’ll maintain a strong reputation and keep future doors open.
Your career path is yours to navigate, so make choices that align with your goals.
How to Decline a Job Interview FAQs
1. Is it rude to decline a job interview?
Not at all! As long as you’re professional and respectful, companies won’t take it personally. They’d rather hear a clear “no” than waste time on a candidate who isn’t interested.
2. Do I need to give a reason when declining?
Nope. You can keep it vague. A simple “I’ve decided to pursue another opportunity” is enough.
3. What if I want to work there in the future?
If you’re open to future opportunities, make sure to leave on a positive note. Express gratitude and mention that you’d love to stay in touch.
4. Can I decline an interview after accepting it?
Yes, but do it ASAP and apologize for the inconvenience. The sooner you let them know, the better.
5. Should I respond if I’m ignoring the invite?
Yes. Ghosting a company can burn bridges. Even a short response shows professionalism.