How to Professionally Turn Down an Interview

There are many reasons you might turn down an interview offer, such as:

• You just accepted another job offer.
• You looked more into the role and find that it isn’t the right fit for you.
• You realized that you are overqualified for this role.
• The employer’s communication seems unprofessional.
• You found out the company’s values and culture do not align with what’s important to you.
• You had an unexpected change in life plans.
• You decided you want to keep your current job.

Learn more: Congratulations, You Got A Job Offer. Now What?

Before turning down an interview, it’s important that you are absolutely sure about this decision. Once you reply that you decline the offer, it’s unlikely that you can reverse this decision. Even if you do change your mind, the employer already learned your initial thoughts. Follow these steps when you are confident about turning down an interview:

1. Acknowledge the offer

Even if you aren’t interested in an interview offer, you should still respond to the employer. Although hitting the delete button on your email is easier, you never know if you’ll need this connection in the future. Likewise, it helps the employer move forward with a different candidate who is actually interested in the role.

2. Respond promptly

As soon as you make a decision, respond to the employer. A reasonably fast response shows that you are respectful of their time. If you have already made plans to meet for an interview and want to cancel, doing so right away is especially important. Not showing up for the interview without letting them know in advance can make you appear disrespectful and may cause you to burn bridges.

3. Be kind and courteous

Show that you are thankful for the interview offer. Clearly, this employer saw the value you have to offer, so you should be appreciative of that in your response. Even wishing them luck in their job search is a polite gesture. Along with it being the right thing to do, being kind can help you keep a positive relationship with this employer. You never know if they will have a different job opening that you’re interested in one day.

4. Keep communication open

Although this job may not be a good fit for you right now, you could potentially be interested in working for this company later. That’s why you can make an effort to keep your communication with the employer open. Let them know you may be interested in other roles or will apply at a better time in the future. Even if this doesn’t directly lead to anything, growing your professional network can help you find other job opportunities.

5. Don’t worry about the details

When writing your email, there’s no need to give the employer all of the details involved in your decision to decline. You can simply state that this interview no longer works for you. The main thing to remember is to make it clear that you will not be coming to the interview. There is no need to be overly sorry, especially if you show them your gratitude.

Learn more: How to Respond to a Recruiter’s InMail on LinkedIn

Use these example emails as a reference when you need to turn down an interview offer:

Example 1: When you need to cancel an interview

Subject line: Casey Alberts – Interview for Junior Accountant

Dear Meghan Newman,

I am writing to inform you that I must cancel our interview that is scheduled for January 27. I know I had expressed my interest and excitement for this role initially, but my circumstances have changed. I was recently offered a senior-level position, and I feel that such an opportunity is more aligned with my career goals.

Accountants, Inc seems like a wonderful company to work for, which made this decision extra challenging for me. I apologize for any inconvenience this cancellation may cause. If you ever have any higher-level positions open in the future, I would be quite interested in reconnecting.

Thank you again for considering me for this opportunity. I wish you all the best in finding the perfect candidate. Please let me know if you have any questions.

All the best,

Casey Alberts

Example 2: When you want to withdraw your application

Subject line: Thank you for the interview offer

Dear Nathaniel Fine,

Thank you for connecting with me about the Art Teacher position. Edgewood School District seems like a wonderful entity to work for, however, I am writing to decline the interview offer you sent me. When I had applied for this role, I was living right next to the middle school and thought working there would be a great opportunity for me. Due to my family’s needs, we had to unexpectedly relocate to another state. Needless to say, such a commute would no longer be reasonable.

If we are ever to return in the future, I would love another chance to interview for this role. Of course, I understand you must fill it before the school year starts, and I will not return by then.

I hope you find the perfect art teacher to inspire these young and creative minds. Thank you again for considering me for this important role.

Sincerely,

Jamie Pearls