15 Email Templates Declining a Job Interview

Having to decline an interview can be really hard. Especially right now. With the unemployment rate on the rise—it feels like high stress. But sometimes, it’s necessary. Especially if you’re got another job that you’re about to accept and you have to let them know.

Based on my own experience, I can tell you that it’s hard to craft this email if you don’t know exactly what to say. I had to go to people I trusted (like siblings and other co-workers) to get an idea of what to say. People I could trust.

But if you don’t have that network of people—what do you do? That’s why I put together these templates that you can use to close the gap. Try one of them out!

15 Emails to Use to Decline a Job Interview

1. General Decline:

Subject: Thank You for the Opportunity

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to express my sincere gratitude for considering me for the [Job Title] position at [Company Name]. After careful consideration, I have decided to pursue another opportunity that aligns more closely with my career goals.

I appreciate the time you've taken to interview me and your understanding of my decision. It was a pleasure learning about [Company Name], and I wish you continued success in finding the right candidate for the role.

Thank you again for the opportunity.

Best regards, 

[Your Name]

2. Another Offer Accepted:

Subject: Update on My Job Search

Dear [Interviewer's Name],

I hope you are doing well. I wanted to provide you with an update on my job search. I have received an offer for a position that I believe aligns better with my career aspirations and goals. 

Therefore, I regretfully need to withdraw my application for the [Job Title] position at [Company Name].

I want to express my gratitude for considering me as a candidate and for your time during the interview process. I have a great deal of respect for [Company Name] and the team.

Thank you for your understanding, and I wish you all the best in finding the ideal candidate.

Warm regards, 

[Your Name]

3. Personal Reasons:

Subject: Re: [Job Title] Interview

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to thank you for offering me the opportunity to interview for the [Job Title] role at [Company Name]. It has been a pleasure getting to know more about your organization.

However, after careful consideration and due to personal reasons, I have decided to put my job search on hold temporarily. I believe this decision is in the best interest of both parties.

I apologize for any inconvenience this may cause and appreciate your understanding. I have the utmost respect for [Company Name] and your team.

Thank you once again for the opportunity, and I hope our paths may cross in the future.

Sincerely, 

[Your Name]

4. Location Incompatibility:

Subject: Update on My Application

Dear [Interviewer's Name],

I hope you're doing well. I wanted to provide an update regarding my application for the [Job Title] position at [Company Name].

After thorough consideration, I have realized that the location of the role would be challenging for me due to [mention specific reasons]. Therefore, with regret, I must withdraw my application at this time.

I genuinely appreciate the time you've invested in considering me for the position. [Company Name] is an impressive organization, and I hope our paths may cross again in the future.

Thank you for your understanding, and I wish you success in your search for the right candidate.

Best regards, 

[Your Name]

5. Changed Career Goals:

Subject: Re: [Job Title] Interview Opportunity

Dear [Interviewer's Name],

I hope you are well. I want to express my appreciation for inviting me to interview for the [Job Title] position at [Company Name]. Your organization is truly remarkable, and I'm honored to have been considered.

However, after careful reflection on my career goals and aspirations, I've decided to shift my focus toward a different path. I believe this decision is in the best interest of both parties.

I apologize for any inconvenience this may cause and want to thank you for your understanding. I wish [Company Name] continued success and hope our paths may cross again in the future.

Warm regards, 

[Your Name]

6. Not a Good Fit:

Subject: [Job Title] Interview Follow-Up

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to extend my gratitude for considering me for the [Job Title] role at [Company Name]. It has been a pleasure learning more about your organization.

However, after careful consideration, I believe that my skills and background may not be the best fit for this specific position. I want to ensure that you find the candidate who can excel in this role.

I appreciate your understanding, and I wish [Company Name] success in your search for the ideal candidate.

Thank you once again for the opportunity.

Sincerely, 

[Your Name]

7. Pursuing Further Education:

Subject: Re: [Job Title] Interview

Dear [Interviewer's Name],

I hope you're doing well. I wanted to update you regarding my application for the [Job Title] position at [Company Name].

After much thought, I have decided to pursue further education in [mention field of study]. As a result, I won't be able to commit to the role at this time.

I genuinely appreciate the opportunity to interview with [Company Name] and the time you've invested in my application. I hope our paths may cross again in the future, and I wish you continued success in your search for the right candidate.

Best regards, 

[Your Name]

8. Company Restructuring:

Subject: Important Update Regarding My Application

Dear [Interviewer's Name],

I hope you're well. I wanted to provide you with an important update regarding my application for the [Job Title] position at [Company Name].

I recently learned about some organizational changes and restructuring happening within [Company Name]. After careful consideration, I believe it's best for me to withdraw my application due to the uncertainty surrounding the role.

I want to express my gratitude for considering me as a candidate, and I have the utmost respect for [Company Name]. I hope this decision aligns with your evolving needs.

Thank you for your understanding, and I wish [Company Name] the very best in the future.

Warm regards, 

[Your Name]

9. Family Matters:

Subject: Update on My Application

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to express my appreciation for offering me the opportunity to interview for the [Job Title] position at [Company Name].

However, I must regretfully inform you that due to unforeseen family matters that require my immediate attention, I will not be able to continue with the interview process at this time. It's a difficult decision, but I believe it's necessary.

I apologize for any inconvenience this may cause and want to thank you for your understanding. I have a deep respect for [Company Name] and your team.

Thank you again for the opportunity, and I hope our paths may cross in the future.

Sincerely, 

[Your Name]

10. Better Fit Elsewhere:

Subject: [Job Title] Interview Follow-Up

Dear [Interviewer's Name],

I hope you are well. I wanted to express my gratitude for the opportunity to interview for the [Job Title] role at [Company Name]. Your organization is impressive, and it's been a pleasure learning more about it.

After careful consideration, I have decided to accept another job offer that I believe is a better fit for my career goals and aspirations. Therefore, I must withdraw my application for the position at [Company Name].

I appreciate your understanding and the time you've invested in considering me as a candidate. I hope [Company Name] continues to thrive, and I wish you success in finding the ideal candidate.

Warm regards, 

[Your Name]

11. Reevaluating Career Path:

Subject: Re: [Job Title] Interview

Dear [Interviewer's Name],

I hope this message finds you well. I want to extend my gratitude for considering me for the [Job Title] position at [Company Name]. It's been an insightful experience learning more about your organization.

However, upon further reflection and discussions with mentors, I have decided to reevaluate my career path. As a result, I am withdrawing my application for the role at [Company Name].

I apologize for any inconvenience this may cause and want to thank you for your understanding. I hold [Company Name] in high regard and hope our paths may cross again in the future.

Best regards, 

[Your Name]

12. Found a Better Match:

Subject: Update on My Application

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to express my gratitude for considering me for the [Job Title] position at [Company Name]. Your organization is truly impressive, and I have the utmost respect for your team.

After careful consideration and discussions with my mentors, I have received an offer for a position that I believe is a better match for my skills and career goals. Therefore, I must withdraw my application for the role at [Company Name].

I appreciate your understanding and the opportunity to interview with [Company Name]. I wish you continued success in your search for the right candidate.

Sincerely, 

[Your Name]

13. Health Reasons:

Subject: [Job Title] Interview Update

Dear [Interviewer's Name],

I hope you are doing well. I wanted to provide you with an important update regarding my application for the [Job Title] position at [Company Name].

Unfortunately, I am currently facing unexpected health challenges that require my immediate attention and focus. Regrettably, I won't be able to continue with the interview process at this time.

I apologize for any inconvenience this may cause and want to thank you for your understanding. I hold [Company Name] in high regard, and I hope our paths may cross again in the future.

Warm regards, 

[Your Name]

14. Returning to Current Employer:

Subject: Update on My Application

Dear [Interviewer's Name],

I hope this message finds you well. I want to extend my appreciation for considering me for the [Job Title] position at [Company Name]. Your organization is impressive, and I'm honored to have been considered.

However, I have recently had discussions with my current employer, and they have offered me an opportunity that aligns more closely with my long-term career goals. Therefore, I must withdraw my application for the role at [Company Name].

I appreciate your understanding and the opportunity to interview with [Company Name]. I wish you continued success in your search for the ideal candidate.

Best regards, 

[Your Name]

15. Personal Development Decision:

Subject: Re: [Job Title] Interview Opportunity

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to extend my gratitude for inviting me to interview for the [Job Title] position at [Company Name]. Your organization is truly remarkable, and I'm honored to have been considered.

However, after careful consideration, I have decided to take a different path for my personal and professional development. As a result, I am withdrawing my application for the role at [Company Name].

I appreciate your understanding and the opportunity to interview with [Company Name]. I hope our paths may cross again in the future, and I wish you continued success.

Warm regards, 

[Your Name]