How to Decline a Job Interview Without Burning Bridges (Samples Included!)

It’s perfectly fine to decline a job interview if the position isn’t right for you, but be sure to keep your response professional. Whether you’ve found a better fit or decided to stay in your current role, sending a thoughtful, respectful message helps maintain good relationships and leaves the door open for future opportunities.

This article covers common reasons for changing your mind, tips on how to decline a job interview, and samples to help you respond gracefully.

So, is it OK to decline an interview?

It’s completely normal for plans to change, and sometimes that means declining a job interview. Life and career paths aren’t always linear—unexpected opportunities arise, or you may reassess your goals. If you’re worried about seeming unprofessional, don’t be. Sometimes, it’s the right decision. 

“If you're not interested, canceling the interview benefits both you and the employer,” says career coach Melissa Trager. “Interviews take time and resources, with HR coordinating schedules and preparation, so it's best to be considerate of everyone's efforts.”

What matters most is how you handle these changes. Politely declining an interview shows respect for the hiring team’s time and acknowledges your shifting priorities. It only becomes unprofessional if you fail to communicate promptly or leave the recruiter uninformed.

Is it necessary to explain why you're declining?

No, it’s not necessary to give a reason for turning down the interview. “You can explain if you want to leave the door open for future opportunities—for instance, if you need to decline because of a scheduling conflict or similar issue,” says Archie Payne, president of CalTek Staffing, a technical recruiting firm. However, if you’re declining due to concerns about the employer, Payne suggests keeping things vague and “simply graciously decline the offer” to maintain professionalism without going into unnecessary detail.

It also depends on how far along you are in the process. “If you've had at least one screening with the company, it’s best to briefly explain why you're not moving forward,” Trager says. “But if no interviews have taken place, you can skip the explanation.”

When it makes sense to decline a job interview

There are many common situations where declining a job interview might be the right choice.

• You’ve accepted another job offer. If you've already secured a position elsewhere, it’s only fair to let the company know promptly to avoid wasting their time.

• The role isn’t a good fit for your skills or career goals. After reviewing the job description, you may realize that the position doesn’t align with your expertise or where you want to take your career. Declining politely allows you to focus on opportunities that are better suited to your growth.

• Personal circumstances have changed. Life can be unpredictable, and sometimes personal reasons—like family commitments or health concerns—may lead you to step back from pursuing a new job for the time being.

• The company’s values don’t align with yours. During the research process, you might discover that the company’s culture or mission isn’t a match for what you’re looking for. If this is the case, it’s better to step away now than risk dissatisfaction later.

• You’ve decided to stay in your current position. After weighing your options, you may conclude that your current job still offers the best path forward, whether for stability or continued development. 

When handling it professionally, whatever the reason, you maintain good connections and leave room for future opportunities.

How do you politely decline an interview?

If you find yourself in a situation where you need to decline a job interview, don’t worry—it doesn’t have to be awkward. When done professionally and with respect, you can leave a positive impression. Here’s how to politely decline a job interview.

Notify them as soon as possible

Once you’ve made your decision, inform the recruiter or hiring manager promptly. This shows respect for their time and allows them to move forward with other candidates. “Send an email to the recruiter within 24 hours of receiving the interview request,” Trager says. A quick response demonstrates professionalism and ensures you’re not keeping anyone waiting.

Express gratitude 

Thank them for the opportunity to interview, showing genuine appreciation for their consideration. Acknowledging the time and effort they’ve invested fosters goodwill and leaves a positive impression, even if you’re stepping away from the opportunity.

Keep your explanation brief

You don’t need to go into detail. Provide a concise and respectful reason for declining, such as accepting another offer or reassessing your career goals. Keeping it short ensures clarity while maintaining professionalism.

Maintain a positive tone

End on a high note by expressing interest in staying connected or open to future opportunities with the company. This shows you value the relationship, even if the role isn’t the right fit.

Recommend someone else

If you know a qualified candidate who might be a good fit for the role, suggest them to the hiring manager. This helps the company and reflects positively on you for being proactive, strengthening both your network and your relationship with the company.

Offer flexibility if appropriate

If the timing is the issue but you might be interested in future roles, offer to stay in touch. Keeping communication open leaves room for a better fit later.

Bonus tip: Consider doing the interview anyway

A good expert advice is taking the first-round interview rather than declining right away to gain valuable practice and learn more about the role. “Even if you're unsure about the role, a first-round interview can provide insights and help you improve your interviewing skills,” Trager says. If, after that, you decide the role isn’t for you, it’s perfectly fine to politely decline further interviews and offer a brief explanation for not continuing.

How to decline a job interview by email: Samples

Below are a few email samples you can use to respectfully decline an interview, depending on your reason. Each sample maintains professionalism while keeping relationships intact.

Sample #1: Declining a job interview because you’ve accepted another offer

Subject: Thank You for the Interview Invitation

Dear [Hiring Manager’s Name],

Thank you for offering me the opportunity to interview for the [Job Title] position at [Company Name]. After careful consideration, I have accepted another offer and will not be moving forward with the interview process. I truly appreciate your time and consideration.

I hope we can stay connected, and I wish you all the best in finding the right candidate for the role.

Sincerely,
[Your Name]

Sample #2: Declining a job interview because the role is not the right fit

Subject: Declining Interview Invitation

Dear [Hiring Manager’s Name],

Thank you for considering me for the [Job Title] position at [Company Name]. After further reflection, I’ve decided that this role does not align with my current career goals, so I will not be proceeding with the interview.

I appreciate the opportunity and hope we can stay connected for future opportunities.

Best regards,
[Your Name]

Sample #3: Declining a job interview and recommending someone else

Subject: Interview Invitation Decline

Dear [Hiring Manager’s Name],

Thank you for offering me the opportunity to interview for the [Job Title] position at [Company Name]. After careful consideration, I’ve decided not to move forward with the process. However, I would like to recommend [Recommended Person’s Name], who I believe would be an excellent fit for the role. Their email is [Email Address], and I’ve let them know I’m recommending them to you. 

I truly appreciate your time and consideration, and I wish you the best in finding the right candidate.

Best regards,
[Your Name]
[Recommended Person’s Name]

In conclusion, declining a job interview is a normal part of the career journey. As long as you communicate professionally and respectfully, you maintain positive relationships and keep future opportunities open.