Saturday, February 24, 2024

How To Decline A Job Interview

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You Are Happy At Your Current Job

How to Decline a Job Interview – Exact Email Sample to Send

If you are all in with your current company, it may be best to skip an unsolicited interview invitation. After all, an interview presumes that a company and a professional are open to the possibility of working together. If there is no chance you would leave your current job right now, it’s best to not waste anyone’s time .

It’s The Wrong Opening But You Admire The Company

If you have an opportunity to make a great impression at a company you love, it may be better to accept the interview even if the open position isn’t a perfect fit for you. It’s your chance to get your foot in the door, and you may meet people who will become instrumental to your next career move, whether this time or in the future. You may even impress the company enough for them to create another opening just to get you onboard!

You Know Someone Who Worked At The Company Had A Bad Experience

No company is perfect. It’s possible that your friends bad experience isn’t the company’s fault.

Like the scenario above, you should talk to your source to verify the whole story. Ask how long ago it happened too. Who knows, things may have changed since then, or better yet, you wont even be in the same department where they worked.

If thats not the case, like if you would be working in the same team or you know from online reviews that its not an isolated case, you can politely decline the job interview. Just say that youre pursuing another opportunity.

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Reasons To Decline An Interview Invitation

A lot can happen between submitting your resume and being asked to attend an interview.

You may already have accepted another role, or you may have decided that you are happy with your current job.

Or, you may already have gone through one round of interviews for this role already and decided that the job or the organisation is not for you.

Alternately, you may have spoken to friends or professional contacts, who have advised you against taking your job application any further.

Whatever the case, it is always important to decline an interview invitation politely and with good grace.

You may not be interested in the role today but you never know when you will cross paths with the company or the hiring manager again. And it is important that you stay on good terms and take a professional approach.

This being the case, it is worth taking a two-step process to decline an interview invitation

Turning Down A Second Interview

Decline Of Interview, Referred Job Applicant

You have gone through the first round of interviews and you have decided against the company and the job. You have carefully considered all the information you now have and have determined that this is not the right opportunity for you.

Once you are 100% sure that you want to turn down a second interview it is polite to do so promptly. Email is an appropriate way of contacting the company.

Example Email – turning down a second interview

Subject: Your Name – Second Job Interview for the Job Title Position

Dear Ms Green

Thank you for inviting me to an additional interview for the Job Title position with Company Name. I am grateful for your ongoing interest in my job application.

After careful deliberation I have decided to withdraw my application and respectfully decline your invitation to a second interview.

I enjoyed meeting you and I appreciate your time and consideration. I wish you and Company Name every success in the future.


Email and contact number

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Template For Declining An Interview

Here’s an email template that you can customize and use for yourself:

Dear ,

Thank you for considering me for the position of and for the invitation to interview for the role. However, my circumstances have changed and I would like to withdraw my application.

I truly appreciate the time you took reviewing my application for the role and I wish you the best in your search for a candidate.


Reasons You Might Want To Decline An Interview And What To Say

Sometimes it doesnt make sense to continue interviewing with a company. To avoid burning bridges, be transparent about your reasoning. Never ghost an interview . Its inconsiderate, its unprofessional, and it will have consequences for you: everyone on the interview team, no matter where they work in the future, will probably blackball you if they recognize your name.

So when might declining an interview make sense?

Recommended Reading: What To Say In A Phone Interview For A Job

It Doesn’t Feel Like The Right Fit

In these circumstances, it would be best to not give any reasons at all, particularly as, if youre being honest with yourself, you shouldnt have made the application at all.

It is better to realize this now than to continue to waste their and your time with the interview, but keep your decline short and to the point.

Thank you for your invitation to interview. After consideration, I regret to respond that I would like to withdraw my application at this stage.

A Bad Example Of How To Withdraw From An Interview Process As A Candidate

Job Interviews & Offers : How to Decline a Job Interview

A candidate did not show up to a face to face interview with company X. The candidate had another interview scheduled for the following day with a different company, company Y. Although they worked at two separate companies, the hiring managers knew each other and had communicated about the candidate. Company Y learned from Company X about the candidates no-show. Due to the candidates reported unprofessionalism with the first company, the hiring manager for company Y canceled the candidates interview.

In this example, the candidate dumped one interview in favor of another but ended up burning himself on both opportunities because he didnt consider how connected professionals are within the industry. This happens more frequently than you might think! What some candidates may not realize is that even in a big city, it can still be a small world, especially in niche industries.

When a candidate ghosts a prospective employer by not showing up to an interview or failing to communicate with them, it speaks volumes about the candidate and not in a good way and word can get around fast. As a professional staffing and placement agency, we inform our clients about these occurrences to keep them dialed into what is happening with their positions, applicants, and candidates. Always treat any company youre communicating within a way youd be proud of if others were to hear about it.

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Reach Out To People Who Work There

As a last resort, you could go through your address book/email list/LinkedIn contacts list to see whether you know anyone who does or has worked at the business.

Try and seek an insider perspective on what it is really like to work there and whether the company makes good on the promises made on their website in particular, if you have concerns about working practices, ethics and company values.

How To Decline Without Leaving A Bad Impression

If you have decided to decline, your objective is to leave a good impression. The interviewer has 15 interviews set up over two days and if you are out, you are soon forgotten. And that’s OK. But what you don’t want, is to be remembered as that arrogant person who turned the job down. Follow a few commonsense guidelines to decline the interview:

  • : You’re making the job easier for HR or your headhunter and while they won’t necessarily thank you for it, they won’t be holding a grudge because you led them on and wasted their time either. Let them know that you are not coming to the interview, and the more concise your explanation, the better they’ll like it.
  • Email is popular for a reason: Email correspondence saves time for everyone, which is why in corporate America many managers no longer even have listed work numbers.
  • Be respectful: if you are going to send your interviewer a short email declining the interview, do it in a way that shows you are respectful of your interviewer and of the company he is representing. If you would like some help writing it, consider the following interview decline model:


Dear Mr. Abernathy,

First of all, thanks for the offer of an interview for the job. I appreciate it. Circumstances I hadn’t anticipated make it necessary to decline the interview at this time.


John Brown

  • I’ve recently accepted another job offer
  • My current employers have offered me a promotion


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How To Decline Or Cancel A Job Interview

When thinking about how to cancel a job interview it is important to be honest with yourself.

Before picking up that phone or sending off that email, take some time to dive deep into your decision you should think carefully and thoughtfully before declining the job interview.

Ask yourself why did you apply in the first place? What was it about this job that drew you to it?

Talk to someone close to you and share how you are feeling before making that final decision. Try not to let your emotions get the best of how you respond.

Once you have decided to decline, remember to stay humble, thoughtful and professional in your response.

You do not want to leave the employer hanging, nor do you want to spend endless hours worrying about what to say.

Note: Do NOT going on and on about your decision’s reasoning.

Note: Be clear and concise with your message.

Valid Reasons To Refuse A Job Interview

Decline Interview Offer Letter

Let’s begin by making one thing clear: Just like quitting a job, there are good reasons for job candidates to decline an interview. There are also some reasons that, in retrospect, will make you wish you’d thought better of it. Here are four scenarios in which declining the next step in the interview process is the right thing to do.

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The Company Has Made Recent Layoffs

This reason is valid, as no one wants to start work at a company that has no prospect of success over the long term. However, it is also tricky.

The layoffs may have been in other departments, or for other reasons.

The company may be simply restructuring to respond to new market needs or allow more effort to be put behind more profitable revenue streams.

However, if you have lost confidence in the employer, you should decline in a polite but brief manner.

Thank you for your invitation to interview. After consideration, I regret to respond that I would like to withdraw my application.

How To Politely Decline A Job Interview You No Longer Want

08 / 05 / 19 | Candidates

When you are looking for a job, landing an interview is a great accomplishment. It is a major step in the process, and it serves as validation that you are qualified for the jobs you want.

There might be times during your job hunt, though, when you actually need to decline an interview. As unthinkable as this might seem when you first start looking, and really want to land interviews, you need to be prepared if this scenario arises. Knowing how to decline a job interview can serve you well in the future.

Also Check: What Not To Ask In An Interview

You Have Decided To Stay In Your Current Job

Another common reason to decline an interview is when things have changed in your current role.

Perhaps you have been offered an internal promotion or pay rise that has convinced you to stay with your current organization.

Perhaps just going through the application process for another role has made you think twice about moving.

As the hiring process may take some time, maybe the working landscape has changed and you prefer the stability and protection of remaining in the same role.

Maybe you want to make use of the current employment benefits offered at the place you work already.

Example response:

I appreciate the opportunity to attend the interview on Monday. However, as I have now been appointed to project lead, on reflection, I dont feel that this is the right time to leave my current employer and therefore, with regret, I must decline your invitation.

The Commute Is Too Long

Job Interviews & Offers : How to Decline a Job Offer

Ordinarily, you should have considered this before you made the job application but obviously circumstances change.

Perhaps you have had to move to another location, or perhaps the company has changed the location of the office or role.

Perhaps the public transport options have been altered so what was once manageable is no longer viable, particularly if you are in a smaller city and live in a rural location.

This is a valid reason for bringing the job application process to an end, but one that can be phrased along the lines of personal circumstances having changed, as above.

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Resist The Temptation To Ignore The Interview Invitation

This may be your first reaction, and there is NO question that far too many employers ignore job applicants, quite rudely! So ignoring them feels like an appropriate response.

However, for many reasons, including maintaining your reputation as a professional, politely turning down a job interview to keep the door open without burning bridges is a very good idea.

The good news is that being professional may pay very big dividends in the future with this employer or these people because you have left a good impression even though you turned down this opportunity.

You Have Accepted A Job Offer Somewhere Else

First off, congratulations! If you have accepted an offer, the best thing to do is to let other hiring managers and companies know right away. A word of caution: Before you send that email or call the recruiter, be absolutely sure that you have in fact received and accepted an offer! If the offer is conditional, review those conditions carefully and double-check that you do meet all the requirements.

Keep in mind that it’s possible for a valid offer to be taken back or get put on hold for reasons outside your control. There could be unexpected budget concerns, news of a restructuring, or the person currently holding the position may decide to keep the job after all. Which is why, if you do turn down other interviews, it’s wise to do so without burning bridges!

Read Also: What To Write In A Thank You Email After Interview

Theres One Person You Dont Like

One person does not make a company and sometimes our first impressions are wrong. Sometimes people have bad days! Dont let one person be the reason you decline an interview and reject an opportunity.

Or maybe a former coworker you didnt get along with works at the company. If that person is going to be your manager, then its unlikely they have the same negative conception of you after all, theyd just reject you if they really thought you were that bad. In this case, its worth having a straightforward discussion with the person. If its you that doesnt like them, consider whether you can let go of this perspective or make amends before you decide to cancel.

Two Follow Up With A Phone Call

Example Of Interview Regret Letter

Be sure the hiring manager knows you want to decline the interview invitation with a follow up phone call. While this is a professional courtesy, it can also be a step that you should handle with care.

The hiring manager may press you for reasons why you wish to decline an interview invitation. Be prepared for this. Have your answer ready, and if you are pressed for details simply state you are continuing your job search or pursuing other opportunities.

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What To Do And What Not To Do When Withdrawing From An Interview Process

At 4 Corner Resources, we are professional staffing experts who work with clients across the U.S. in a variety of industries from our headquarters in central Florida. As such, weve seen countless examples both good and bad of how applicants, candidates, and employers choose to remove themselves from the interview process.

Here are two recent examplesone good, one badweve seen from candidates withdrawing from an interview process.

Reasons Behind Why People Turn Down Job Interviews

  • The timing is not right in your life.

  • You feel too overwhelmed at the time the job is offered.

  • You may already be employed and are comfortable in your current position.

  • You have changed your mind and don’t feel that this role is the right fit for you personally.

  • The reputation of the employer is not what you had expected.

Also Check: How To Have A Great Phone Interview

Examples Of Emails On How To Turn Down An Interview

Here are some examples you can look at as a reference when youre creating an email to how to decline an interview

Example 1 email template on how to decline and interview: Another offer

Subject: Job Interview Invitation

Hi there,

I hope this email finds you well.

I would like to thank you for taking the time to consider me as a . Im truly thankful for this opportunity of being considered to be a part of your fantastic team. However, I received another offer which is a perfect match for me. After careful consideration, I decided that I will no longer pursue my application with you.

I hope that you find the perfect candidate for this position.


Example 2 email template on how to decline an interview: Too many invitations

Subject: Fourth Interview Invitation

Hi there,

I hope this email finds you well.

I would like to thank you for your ongoing interest in my application. I appreciate that youre taking the time to interview me for the position. However, after careful consideration, I decided that I would like to turn down your invitation for a fourth interview and officially withdraw my application.

I enjoyed meeting you and I hope that you can find the perfect fit for your open position.


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