How To Decline An Interview For A Job [With Sample Examples]

Published September 20, 2022 · · Updated August 23, 2024 · 8 minutes · by Kamerpower ·

How To Decline An Interview For A Job [With Sample Examples] | How To Turn Down An Interview For A Job. Learning how to turn down a job interview is something that everyone needs to do eventually. If you’ve applied to a position that you are no longer interested in, you may find yourself needing to decline an interview offer. 

It is very important that you decline an interview properly. Make sure it is within 24 hours of receiving the interview invitation if you have decided to decline an interview. It’s important to remember that interview invitation is not a job offer and the interview might help you make your final decision about the job.

Is it okay to decline an interview?

If you don’t feel like you’d be happy working there, because you don’t like the way they do business or you discover you’ll have to be on call 24/7 – decline the next interview. There’s nothing wrong with that, and declining the interview saves time for everyone involved.

Sample Interview rejection via phone call

“Thank you so much for the opportunity. Unfortunately, I must decline, I have been offered a position at another company, and I have already accepted.”

A Bad Example of Interview rejection via live phone call

“Thanks for considering me, but I got a better offer. My new job is at a better company that is closer to my house and offered me a lot more money for less responsibility. Please lose my number.

How To Decline A Job Interview Politely

1. Through Email.

Email is the simplest way to decline an Interview. Not only is it simple, but it allows you to craft a clear, concise, and polite response. A live phone conversation can put you on the spot and have you saying the wrong things. When sending your email, be sure to send it to your primary contact within the organization.

2. Be professional in Declining

Remember that this is a professional conversation. Speak professionally on the phone, use a proper subject in your emails, and begin and end your emails properly.

3. Through Phone call.

There are circumstances where a live phone conversation is your only option. If the interview request is via phone and you are already sure you are going to decline it, you may not have a choice. Voicemail is another option.

4. Be courteous

Don’t make yourself look unprofessional or unhirable. When you are declining the interview, be sure to be polite and respectful. Being rude or unprofessional can affect your hire-ability in the future. You may want to apply to other opportunities within that company in the future, or you may run into the hiring manager somewhere else along the line. These people may network with others in your industry.

5. If Possible, Recommend Another Person.

What if you’ve worked out how to decline a job interview but know someone who would fit the role you were applying for? Mention them! Of course, make sure it’s alright with the person in question before you do this. Referring another suitable candidate to the hiring manager or recruiter shows that you don’t have ill intentions in declining the interview.

6. Consider Your Options.

Make sure that declining the offer is something you want to do. Weigh over your options and remember that an interview is precisely that: an interview. It’s not a job offer, and you’re not making any commitments to work at the organization by showing up. If there’s any inkling of doubt over your decision to decline the job interview, consider accepting it. You learn a lot about an organization during the interview. That experience will either cement your initial decision or clear up some worries.

7. Be vague and Don’t Dive Too Deep Into the Details.

Again, you don’t need to give them a reason for declining the interview. You simply need to inform them that you are declining the interview and thus the opportunity, so they can move forward with other candidates. You can and should offer a simple explanation in your response. A change in circumstances or having already accepted another offer are acceptable as reasons to include.

8. Be Polite and Thankful

Once you’re ready to decline the job interview, don’t destroy your future chances! It doesn’t matter if your research gave you a million red flags and you would never consider working there. Most industries are smaller than you might think. Failing to be polite might come back to bite you later. Plus, you never know if you’ll want to work there in the future.

5 Main Reasons For Declining a Job Interview

1. You Already Accepted a Job Elsewhere

There’s a good chance that you applied to several different companies during your search. While it’s always good to consider all of your options, you might get an offer that’s perfect for you. If that’s the case, declining the interview will save you time and help you focus on your new position.

2. You’ve Gotten New Information About the Company

You might  also want to decline an interview after learning more about a company. Researching a company is crucial before heading into an interview. During that process, you could learn things you don’t like.

3. You’ve Lost Interest for the Job

It’s perfectly reasonable to lose interest in a job. You can learn things about the company later on that you didn’t know when you applied. But It’s not common for applicants to lose interest in the company’s operations or way of doing business.

4. Your Plans Changed

Changes occur all the time, and they often happen whenever you’re in a transitory period of your life. Maybe you applied to a job in a new city with plans of relocating. Things can happen to make you rethink that decision. You might decide to stay closer to family. Or maybe you choose to go back to school to improve your job prospects.

5. It’s Not a Good Fit

Sometimes, you realize that the position isn’t good for you. You might discover more about the job and recognize the responsibilities aren’t what you want. On the other hand, you might feel that the work culture or the organization’s vision isn’t suitable for you. Some people also find job opportunities they’re better suited for after applying for a handful of jobs.

Tips To Consider When Declining An Interview Invitation

• Take time to consider your decision: Don’t make a knee-jerk reaction and decline without thought. Take the time to think through your decision and make sure it is the right one for you.
• Be aware of your motivations to decline: Interviews can cause anxiety and doubt. Don’t let that be the only reason you’re declining.
• Respond to the invitation quickly: While it is certainly important to be sure that you want to decline, it is also very important that you respond to the employer, or recruiter, quickly.
• Don’t ignore the invitation: Once you’ve made your decision to decline the interview, don’t just ignore it. Although it may be easier to simply push it out of sight and out of mind but your decision to ignore the invitation versus outright declining it will not look good
• Remember that an interview invitation is not the same as a job offer: If you are unsure about your decision or the position, consider taking the interview. An interview is not an offer of employment.

Sample Examples Of How To Decline An Interview

Sample 1. Having no reason for Interview rejection [via email] 

Subject: Thank you for the opportunity to interview for [Job Title] on [Date]
Dear [Name of Contact],
I appreciate the offer and would like to thank you for considering me for the [Job Title] position at [Company Name]. I must decline the interview at this time.

I apologize for the inconvenience and wish you the best of luck in your search.

Sincerely,
[Your Name]
[Your Phone Number].

Sample 2. Interview rejection if circumstances have changed [via email]

Subject: Interview for [Job Title] on [Date]
Dear [Name of Contact],

Thank you for considering me for the [Job Title] position and inviting me to interview and learn more about [Company Name].
Unfortunately, at this time I must decline the invitation. Due to recent changes in my circumstances, I am forced to withdraw my application.
I apologize for the inconvenience and thank you for your time and consideration. I wish you the best of luck in your search.

Sincerely,
[Your Name]
[Your Phone Number].

Sample 3. If accepted another offer: Interview rejection [via email]

Subject: Interview for [Job Title] – [Your Name]
Dear [Name of Contact],

I am grateful for the opportunity to interview with [Company Name] for the [Job Title] position. At this time, I must decline the invitation.
Since submitting my application, I have been offered a position with another company and accepted the job.

Thank you again for considering me for this position. I wish you all the best in your search for the right candidate.
Please do not hesitate to reach out if you have any questions.

Sincerely,
[Your Name]
[Your Phone Number].

Sample 4. Recommending Another Candidate

Subject: Interview Invitation for [Position] at [Organization]
Dear [Name of Recruiter],

Thank you so much for taking the time to review my application and reach out. Since I initially applied for [Position] at [Organization], I received and accepted a job at another company, so I respectfully decline your interview offer.
If you need recommendations, I have a colleague I believe would be a fantastic fit for [Organization]. Let me know, and I’d be happy to pass along their information.

Best of luck, and I hope that we have another chance to work together in the future when the timing is right.

Sincerely,
[Your Name]
[Email]
[Phone Number]
[LinkedIn URL].

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