How to Decline a Job Offer by Phone: Gracious Script That Keeps the Door Open
A polite phone script for turning down a job offer, what to say when they counteroffer, and how to keep the relationship positive for the future.
Turning down a job offer can feel uncomfortable, especially after people have invested time interviewing you. But declining clearly and promptly is professional and respectful. It lets them move to their next candidate quickly.
You don't need to share every reason. A short, warm explanation is enough. If you're declining because of pay or another specific factor and you'd reconsider if it changed, decide that before the call so you can respond honestly if they ask.
A phone call is a nice touch, especially if you built rapport with the recruiter or hiring manager. Follow up with a brief email so there's a written record.
What to have ready before you call
- A clear decision (and whether anything would change your mind)
- The name of the person who made the offer
- One sentence about why, if you want to share
- Something specific you appreciated about the process
Fill-in blanks look like [this]. Use the script builder to fill them in once and get a clean, personalized copy.
The script, step by step
Your opening line
Deliver the decision
After careful consideration, I've decided not to accept the offer.Clear and early in the call.
Give a brief reason (optional)
I've accepted a role that's a closer fit for [what you're looking for].Short, honest, and non-critical.
Express appreciation
I really enjoyed meeting the team, especially [specific person or moment].Specific thanks feels sincere.
Keep the door open
I'd love to stay in touch, and I hope our paths cross again.Professional networks are long.
Close
Thank you again for your time and the opportunity.Then follow up with a short email.
If they push back: calm answers
These are things the other person might say. Read them now so nothing catches you off guard. You can rehearse them in practice mode.
Answer honestly based on what you decided beforehand.
Share only what you're comfortable with.
Stay kind and steady.
If you get voicemail
Say your number slowly, and repeat it at the end. More in our voicemail guide.
After the call
- Send a short email confirming your decision and thanking them.
- Connect with the hiring manager on a professional network if appropriate.
- Withdraw from any other processes you're no longer pursuing.
Log names, times, and reference numbers as you go with the free Call Notepad and hold timer.
Frequently asked questions
Is it okay to decline a job offer by email?
Yes, email is common. A call is a warmer touch if you had good rapport with the team.
Do I have to give a reason?
No. A short reason is courteous, but not required.
How soon should I decline?
As soon as you've decided. It helps the employer move on to other candidates.
Can I decline after accepting?
It happens, though it's best avoided. If you must, do it as soon as possible and be gracious.
Related call scripts
This script is general guidance written to be calm and practical. It is not legal, financial, or medical advice, and policies differ between companies and places. Read the disclaimer.