How to decline a job interview politely

Sometimes the right answer to an interview invitation is no: you took another offer, the role is not what you expected, or the timing is wrong. Declining well takes two minutes and keeps the door open. Here is how to do it, and 7 email templates you can copy and send.

Reply quickly

Interviews take real time to set up: a recruiter's calendar, a hiring manager's afternoon, sometimes a whole panel. As soon as you know you will not go ahead, tell them. A fast, clear decline is the most professional thing you can do, and recruiters remember it.

What to include

1. Thank them. "Thank you for inviting me to interview for [role]."
2. Say clearly that you are declining. "I have decided not to move forward" or "I would like to withdraw from the process."
3. Give a short reason, if you want. Another offer, a different direction, or simply "the timing is not right". One line is plenty.
4. Close warmly. Wish them luck with the search, or say you would be glad to hear about future roles.

Email templates you can copy

You accepted another offer

Dear [Name],

Thank you for inviting me to interview for the [role] position. I have recently accepted another offer, so I would like to withdraw from the process.

I appreciate your time and interest, and I hope our paths cross again.

Best regards,
[Your name]

The role is not the right fit

Dear [Name],

Thank you for the invitation to interview for [role]. After learning more about the position, I have decided it is not the right fit for me at this time, and I would rather say so now than take up your team's time.

Thank you again for considering me.

Kind regards,
[Your name]

You want to stay in touch

Dear [Name],

Thank you for reaching out about the [role] position. I am not able to move forward with this opportunity, but I have a lot of respect for [company] and would be glad to hear about future roles in [area].

Best regards,
[Your name]

Salary or conditions do not match

Dear [Name],

Thank you for the invitation to interview. Having looked at the details, the [salary range / location / schedule] does not match what I need right now, so I will step back from the process.

I appreciate your time, and I wish you success in filling the role.

Best regards,
[Your name]

You already accepted the interview

Dear [Name],

I am writing to let you know that I need to withdraw from my interview on [date] for the [role] position. I am sorry for the change and wanted to tell you as early as possible.

Thank you for your time and for considering me.

Best regards,
[Your name]

A recruiter cold-messaged you

Hi [Name],

Thanks for thinking of me for this role. I am happy where I am at the moment, so I will pass on an interview, but please keep me in mind for [type of role] in the future.

Best,
[Your name]

Short version (text or chat)

Hi [Name], thank you for the interview invitation. I have decided not to move forward with the [role] position. I appreciate your time and wish you the best with the search.

A good subject line

Keep it plain and easy to find: "Interview for [role]: withdrawing my application" or simply reply in the same thread the invitation came in. Recruiters handle many candidates, so the role name helps.

What to avoid

• Ghosting. Not replying, or not turning up, is the one decline that burns a bridge.
• Long explanations. A paragraph about why the company is not for you helps nobody. Keep the reason to one line.
• Criticism. If the salary was low or the process was slow, you can say it does not match your needs. You do not need to grade them.
• "Maybe later" when you mean no. If you would never take the role, say so kindly so they can move on to other candidates.
• Jokes. This is one email to keep plain. Save the humour for after you have the job.

Related guides

Turning down a job after the interviews instead? See how to decline a job offer politely. For other invitations, from parties to meetings, see how to decline an invitation, and for everyday refusals at work, how to say no to extra work. All guides are on the guides page.

See also: how to say not interested politely.

Questions about declining a job interview

How do you politely decline a job interview?

Reply as soon as you decide, thank the recruiter for their time, say clearly that you are withdrawing or declining, and, if you like, leave the door open: "Thank you for the invitation to interview. I have decided not to move forward, but I hope we can stay in touch."

Do I need to give a reason for declining an interview?

No. "I have decided to pursue another opportunity" or "the role is not the right fit for me at this time" is enough. A short, true reason can help the recruiter, but you never owe a detailed explanation.

Is it rude to decline an interview after accepting it?

It is fine as long as you tell them early. Write as soon as you know, apologise briefly for the change, and thank them. Not showing up is the only version that is truly rude.

Should I decline by email or phone?

Email is normal and gives the recruiter a clear record. If you already spoke on the phone or the interview is within a day, a quick call followed by a short email is the most considerate.

Can declining an interview hurt my chances later?

A prompt, polite decline rarely does. Recruiters remember people who answered clearly and kindly, and many will contact you again for a better-matched role.

The Department of Doubt is satire, but this page is a plain guide. See the satire notice and about the Department.