How To Decline An Interview (With Examples)

Knowing how to decline an interview is essential because there may come a time when you are no longer interested in a position. Declining an interview is important because you don’t want to waste the interviewer’s time or your own time, for that matter.

In this article, we’ll go over how to politely decline an interview, provide some example ways to decline an interview, and go over some tips to keep in mind.

Key Takeaways:

• If you decided to decline an interview, make sure it is within 24 hours of receiving the interview invitation.

• It is best to send an email or call your potential interviewer if you are declining your interview.

• Make sure you are sure you want to decline and you are aware of your motives for declining.

• It’s important to remember that an interview invitation is not a job offer and the interview might help you make your final decision about the job.

How to decline an interview

When declining a job interview, you should be courteous and vague when writing your email. Below is a more detailed list of how to decline a job interview.

1. Be courteous. Don’t burn your bridges. 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 hireability 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.

   It may seem like a simple thing to turn down an interview invitation, but it can have an impact if you don’t do it right.

2. Be vague. 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. Other reasons could end up working against you (see the above bullet point), so try to stick to these two options.

3. 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. If you have been in consistent contact with several members of the organization, you should send separate messages to each one.

4. 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.

5. Be professional. 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.

   There is one big no-no. This no-no is even bigger than being rude. Don’t text. It is far too casual a form of communication, and it will come off as extremely unprofessional.

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Examples of good and bad ways to decline an interview

Below are examples of good and bad ways to decline an interview:

Good ways to decline an interview:

1. Declining Interview by Phone Call Good Example

   “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.”

2. Declining Interview Email: Accepted Another Offer Good Example

   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]

3. Declining Interview Email: Circumstances Changed Good Example

   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]

4. Declining Interview Email: No Reason Good Example

   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]

5. Declining Interview Email: Personal Reasons Good Example

   Subject: Interview Opportunity for [Interview Date]

   Dear [Interviewers Name}

   I hope this email finds you well. I am writing to express my sincere gratitude for the opportunity to interview for [position] at your company. After careful consideration, I regret to inform you that I must decline the interview initiation for personal reasons.

   I apologize for any inconvenience this may cause you and I understand that it may disrupt your interview scheduling. I wish you the best of luck in your search.

   Sincerely,
   [Your Name]

Bad ways to decline an interview:

1. Declining Interview by Phone Call Bad Example

   “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.”

2. Declining Interview Email: Accepted Another Offer Bad Example

   Subject: [Job Title] Interview – [Your Name]

   To Whom It May Concern,

   While I’m happy that you found me a worthy candidate to interview, I am turning down your interview invitation. I was offered a better position at a better company, and I have accepted their offer.

   Ciao,
   [Your Name]
   [Your Phone Number]

3. Declining Interview Email: Circumstances Changed Bad Example

   Subject: No Thanks

   Hey,

   Thanks for the invite, but I will be declining this invitation. I found out that I am pregnant and decided to stay in the position that I’m currently in.

   Good luck,
   [Your Name]

4. Declining Interview Email: No Reason Bad Example

   Subject: RSVP No

   Hi Hiring Manager,

   I am glad to have been considered for this position, but I won’t be accepting the interview for the [Job Title] position at [Company Name]. Please remove me from consideration. I am no longer interested in this role with your company.

   Best of luck to you.

   Bye,
   [Your Name]
   [Your Phone Number]

5. Declining Interview Email: Personal Reasons Bad Example

Subject: Cancelation of Interview

I regret to inform you that I will not be coming to the interview today for [job title]. I need to cancel for personal reasons that you don’t need to know the details for.

Thanks,
[Your Name]

Tips For declining an interview invitation

When declining an interview, it’s important that you take your time to consider your decision and are sure declining is the right thing for you. Before you decline your interview, be sure you keep the below tips in mind:

• Be sure. You don’t need to give the employer, or recruiter, a reason for turning down the interview. It is, however, important for you to be sure of your decision before officially declining.

  Once the interview is declined, that’s it. There is no changing that decision. So, make sure that your reasoning for choosing to decline is solid.

• 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.

• 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. And, the interview itself may help you to come to a final decision.

• Be aware of your motivations to decline. Interviews can cause anxiety and doubt. Don’t let that be the only reason you’re declining. Don’t let the belief that you are getting an offer elsewhere turn you away, either. Until that offer is in hand, then it’s not real.

• 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, your decision to ignore the invitation versus outright declining it will not look good

  It can easily leave the employer, recruiter, or hiring manager with a bad taste that can haunt you for years to come. Simply put, it’s unprofessional. Ignoring the invite will burn just as many bridges as declining it improperly.

• Respond to the invitation quickly. While it is certainly important to be sure that you want to decline (see the first bullet point), it is also very important that you respond to the employer, or recruiter, quickly. You should respond to an interview invitation within 24 hours — whether or not you’re declining.

Reasons to decline an interview

Being no longer interested in the position or your availability changing are common reasons to decline a job interview. Below are more common reasons to decline a job interview:

• The position no longer interests you.

• You applied without really doing your research. The more you look, the more you realize that this position, or the company, isn’t the right fit for you.

• You’ve received a job offer from another company and have accepted that position.

• Your availability has changed, and you’re no longer able to work the desired hours.

• You have made the decision to stay in your current position.

• Taking the interview may put your current position at risk, and you are unwilling to change it.

• You’ve realized the commute isn’t feasible for you.

• You’ve spoken to current employees, and they are unhappy.

• The company is showing too many red flags.

Declining a job interview FAQ

1. Is it rude to decline an interview?

   No, it’s not rude to decline an interview as long as you do it professionally. Whatever your reason for declining the invitation to interview, there is a right way and a wrong way to go about turning it down. When declining a job interview, make sure it is done over email or a phone call, and be polite and courteous.

2. How do you decline an interview without burning bridges?

   Being polite and professional is an excellent way to decline an interview without burning bridges. You should reach out to the interviewer by email or by phone and inform them that you need to decline their interview offer. Be sure to thank them for the opportunity.

3. Should I decline a job interview?

   You should decline a job interview if you are no longer interested in the position or if you have decided to stay in your current position. Some other reasons to decline an interview include:

   • You applied without doing research.

   • The job is not right for you or is showing too many red flags.

   • Doing the interview means losing your current position.

Author

Samantha Goddiess

Samantha is a lifelong writer who has been writing professionally for the last six years. After graduating with honors from Greensboro College with a degree in English & Communications, she went on to find work as an in-house copywriter for several companies including Costume Supercenter, and Blueprint Education.