How to Decline a Job Interview: What to Do When You’re in Demand (2024)

In most circ*mstances, receiving an interview request is exciting.

Job applications are a lot of work, so it feels good when your efforts pay off. And the fact that they liked your CV and resume is a nice ego boost. It's a reassuring sign that you’re on the right track in your job search.

Despite this, you might decline the interview request for many reasons. Maybe you already accepted a position elsewhere, you’ve done some informational interviews and don’t think you’d fit with the company culture, or your current employer gave you a promotion and you no longer want to leave.

Whatever the case, it’s totally normal to cancel your application. You won’t seem unprofessional or ungrateful if you approach the situation respectfully and politely.

That doesn’t make saying no any less uncomfortable. It’s not easy to turn down an opportunity, especially when it comes with praise. Most people naturally fear disappointing others and want to live up to their expectations. After receiving a flattering email complimenting your work history, it’s normal to want to reciprocate by attending the interview.

The paradox of choice only complicates things more. You want to make the best decision possible, but having too many options can cause analysis paralysis. And refusing a first interview — and potential job prospect — might feel like you’re limiting your career path.

While this whole process might feel daunting, the following tips will help you learn how to decline a job interview — and feel good about it.

Is it unprofessional to decline an interview?

No, it’s not unprofessional to decline an interview. On average, human resources teams receive roughly 250 applications for one job ad. While it may seem like a big deal to you, it’s part of their daily workflow.

Then, of those that apply to about 10 jobs, about 47% receive an interview. If you’ve made it this far, they think you might be the right candidate. But you’re not leaving them empty-handed by withdrawing an application for a job. Honesty saves them time in the long run, and a good hiring manager will appreciate your transparency.

Declining an interview is similar to declining a job offer but with an important caveat: neither of you has invested much time into each other. There’s less pressure to protect the relationship because you haven’t built one yet, and if done tactfully, you won’t burn any bridges by pulling back your application.

The trick is to keep it short and sweet. You don’t need to over-explain your decision, but you should offer high-level rationale if you think it’s appropriate. You also need to be 100% sure this is what you want. Once you pull out, you can’t go back if you think you made the wrong choice.

Why would someone refuse a job interview?

Refusing a job interview is easier when you clearly understand your reason for it. This requires self-awareness about your needs and how this job doesn’t fit with the rest of your life.

Clarifying your reasons should quell any lingering fear of missing out related to this job. It will help you rest assured, knowing this is the right decision at the moment — even if your situation changes down the road.

Here are some examples of reasons you might decline an interview.

1. You accepted another job offer

If you’re at all like the average job seeker, you likely filed between 21–80 applications before receiving a job offer. And you might hear back from several recruiters or hiring managers. It’s normal to interview for and accept a job before another company gets around to reading your resume.

If you’re excited about your new role, there’s no reason for that to change. Your only reason to proceed with the interview now is if:

• You feel like you’re settling in your current position
• The job description aligns with your dream job

2. The company is showing too many red flags

You may have done extra research between now and when you originally applied for the role. And during your preparation for the interview, you might find some things you don’t like. Perhaps they have low employee engagement, the company isn’t diverse enough, or you simply don’t like the dress code.

These are all valid reasons, and you’re entitled to your dealbreakers. Feel free to refuse the interview offer accordingly.

3. This was always a low-priority job

When you’re frantically conducting a job search, not every application will fit your “dream job” description. Have a ranking system for identifying the best roles for you, perhaps using a 1–10 scale to consider factors like pay, work-life balance, and community. And if this new opportunity is a lateral move, has a low pay scale, or otherwise ranks lower than your current job, you might not accept the interview invitation.

4. Your life plans or career goals have changed

What seemed like a great job opportunity before may no longer fit with other areas of your life. Perhaps you were open to moving cities but now want to stay put. Maybe you were fine with working the occasional weekend, but other responsibilities now demand that time. Whatever it is, your work should fit into your life — and you don’t have to interview for a job that won’t.

5. You can’t (or won’t) put in the time

Some interview processes are demanding. Between multiple interview rounds and preparing for potential interview questions, you may simply not have time to jump through hoops — even if you’re curious about the role. Unless you want to practice your interviewing skills, you don’t have to feign interest in the hiring process.

How to respectfully decline an interview

It’s tempting to say yes to every request that lands in your inbox. But sometimes, the timing just isn’t right. Perfecting the art of refusal will help you avoid burning bridges while making the right choice for you. Consider it a fundamental soft skill that helps you maintain professional relationships and personal integrity.

Here’s how to go about it.

1. Respond quickly, but not too quickly

You want to demonstrate that you gave this a lot of thought — because you did. Take the time you need to mull over your decision.

That said, you have to strike a delicate balance here. Responding too quickly will leave them wondering why you applied in the first place. But if you wait longer than a day, you’ll waste time they could have spent reaching out to other job candidates.

Send your follow-up email within a day of receiving the interview offer to show you value the interviewer’s time, in turn leaving the reputation that won you the interview request unblemished.

2. Be courteous and show gratitude

Your goal here is to avoid burning bridges. A positive relationship could lead to a future interview that aligns more with your goals. Even if this company’s values are drastically unaligned with yours, word travels fast in some industries. Your network might find out if you were rude or condescending.

Imagine your decline like a thank you email. Be respectful and professional while demonstrating your appreciation for the opportunity.

3. Keep it light on details

This is another case of striking the right balance. If your message is too short, it might come off as blunt and rude. But if you launch into all the specific reasons you don’t want the job, you might offend them with your reasoning or simply bore them with details. It’s okay to provide some justification, but keep it vague. A high-level “My needs have changed” should suffice.

4. Recommend someone else

If you know someone who would be a great fit, send over contact information for a referral. This can create a win-win scenario where your friend could find a new job while the company fills their vacancy. Just make sure your friend consents before you put their name in the ring.

5. Consider the medium

In most cases, an email response is the most appropriate medium to communicate your decision. But an established relationship with the recruiter or hiring manager may call for something more personal, like a quick phone call or voice message.

Likewise, if a colleague at the company referred you for the position, fill them in on your decision and show gratitude. This small personalized gesture shows that you value the relationship enough to communicate directly.

Email templates for declining an interview

Here are a couple sample emails that showcase these tips in action to help you craft your message. Remember: the key is to be sincere and polite. Let your work resonate with your true feelings and career intentions.

Template 1: Short and sweet

Hello [name of recruiter],

Thank you for inviting me to interview for the role of [job title]. This is a great opportunity, but after careful consideration, I have to decline at this time.

I sincerely appreciate your time and interest in my application.

Best regards,

[your name]
[email]
[phone number]
[LinkedIn URL]

Template 2: Recommending another candidate

Dear [name of recruiter],

I’m honored to be considered for the role of [job title]. Thank you for taking the time to review my application and reach out.

I’m afraid I must politely decline this interview for now. Since applying to [company name], I’ve received and accepted an offer at another company.

But if you need recommendations, I have a colleague who would be great for the position. Please let me know if you’re interested, and I’ll happily pass along their information.

Thank you again for reaching out, and I hope we have a chance to work together in the future.

All the best,

[your name]
[email]
[phone number]
[LinkedIn URL]

Decline politely, move forward professionally

Between now and when you first applied for the job, your needs may have changed. And that’s okay — life happens. But when you receive an email requesting an interview, you’ll have to communicate that you don’t want to go through with it anymore.

You may feel obligated to explain why, but you really don’t have to. Whether you need to be home with your kids or you found a great salary elsewhere, your reasons are your business. You only need to worry about how to decline the job interview invitation without damaging relationships.

It doesn’t have to be complicated. As long as your message is short and courteous, the recruiter will understand. They’ll appreciate that you took the time to respond. And who knows? You may have a chance to work together in the future.

Published December 12, 2023