How to politely decline an interview - NewBalancejobs
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How to politely decline an interview

How to politely decline an interview and not feel bad about it has been explained in this article to help you if you are in-between thoughts.

There might come a time when you are given the opportunity to interview for a position or company that just doesn’t fit the bill. If you are not interested in a position for which you have been offered an interview, you should politely and promptly decline the invitation.

In this article, we list reasons for declining an interview, provide steps and tips on how to do it professionally, and provide some templates to use when contacting an employer to decline an interview.

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Why would you decline an interview?

When you are looking for work, it may seem wrong to turn down an opportunity to be considered for any position. However, there are several strong reasons that might make you want to decline an interview. Some of them include:

You did research on the company or the position and found that its values ​​are incompatible.

Changes in his personal life made a job transition unnecessary.

Since you applied, you have been offered an excellent job for another company.

He was overqualified for the position and has been offered another job that better suits his needs.

Schedule changes in your personal life have prevented you from working the hours the job requires.
The company has been suffering financially and taking a job there feels risky.

Taking the interview could put your current job at risk, a possibility that you are not willing to take for the position.

You’ve already been through a round or two of interviews and have lost interest in the job or company.

You know several people who are unhappily employed by the organization.

How to politely decline an interview

Here’s how to politely decline an interview in a way that is beneficial to both you and the company:

Be sure.
Be courteous.
Keep it vague.
Please reply promptly.
Refer to another candidate (optional).

1. Be safe.

There are several reasons why someone would decline the opportunity for an interview. Whatever your reason, just make sure it’s valid before sending your letter of regret. This is a decision that you cannot withdraw without losing credibility. Here are some tips to help you decide if you want to decline the interview:

Take the time to consider it. While you need to assess whether you and the company are the right match throughout the interview process, it’s easy to get the wrong impression too soon. If you have concerns, perhaps you should respectfully address them in your next interview.

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Remember that a job interview is not the same as a job offer. The interview, even if you are unsure of the position or company, can provide opportunities to practice your interpersonal and interview skills. If you’re unsure of the job, showing up for the interview could still be an informational experience.

Be aware of your motivations for departing from consideration. Consider whether anxiety, fear, or nervousness are making you want to decline the interview.

If you’re still feeling insecure after a little self-reflection, consider trusting a trusted friend. The process of expressing your concerns may be beneficial in itself, but your feedback will likely provide valuable information as well.

2. Be courteous

Even if you are not interested in this particular position right now, there could be future opportunities with the company you want to be considered for. Make sure to be courteous and professional in your communication to maintain a positive relationship.

3. Be lazy

Your email should be simple, sincere, and concise. You do not need to provide any specific reasoning for your decision to decline the interview. Citing a reason could be mistaken for rude or inconsiderate, damaging your reputation and any chance of being employed by the organization in the future. Also, it could unnecessarily extend the conversation and cause you to share harmful details.

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The only exception would be if you decide to accept a job offer with another company, in which case it is acceptable to include it as a reason for your decision.

4. Respond promptly

Although you should take the time to be sure of your decision, it is important that you tell the hiring manager as soon as possible. Be respectful of your time, as well as the opportunities of other job candidates. Your retirement will result in an opportunity for someone else who is interested in the position.

5. Refer another candidate (optional)

A good way to show your initiative and respect for the company is to provide another suitable candidate for the position. If you have someone in mind, be sure to discuss the job with them beforehand to make sure they are interested in the opportunity. You can include your name and contact information in your email.

Templates to decline a job interview

Although you can customize the message with unique details, here are some basic email templates for declining a job interview:

Template 1: Withdrawal request

SUBJECT: Invitation to an interview for [position]

Dear [company contact]:

Thank you very much for considering me for your position at [Company Name]. However, I am sorry to have to withdraw my application at this time.

I appreciate the opportunity. Thanks for your time and consideration.


[Name and surname]
[Phone number]

Template 2: Recommend another candidate

SUBJECT: Invitation to interview for [position]

Dear [company contact]:

Thank you for the opportunity to learn more about your organization and the interview for [position]. I appreciate your time and consideration.

Unfortunately, I have to decline the opportunity at this point.

However, my colleague, [first and last name], would be a very good fit in this role and would be a valuable addition to the [company name] team. You can reach them at [phone number] or by email at [email address].

Good luck and I hope we get another chance to work together sometime in the future.


[Name and surname]


[Phone number]