Got an interview invite but want to turn it down? It’s totally okay, declining a job interview doesn’t make you unprofessional.
Maybe the role’s not the right fit.
Maybe you’ve accepted another offer.
Or maybe the timing just doesn’t work. Whatever the reason, it’s all about how you say no.
In this guide, you'll find:
- How to write a polite decline
- 6 ready-to-use email templates
- Smart ways to know if your email was opened (using MailTracker)
Let’s get into it.
Quick Answer: How to Decline a Job Interview Email Politely
- Respond promptly once you decide (Learn here how long you should wait after an interview follow-up.)
- Thank the recruiter or hiring manager for the opportunity
- Be clear that you're declining the interview invitation
- Give a brief reason, if you’re comfortable (new job, timing, personal reasons)
- Keep the tone positive to leave the door open for future roles
1. Declining Due to Another Job Offer
If you’ve already accepted a new job, you don’t need to attend another job interview. Still, you should respond promptly and keep the tone polite and professional.
Subject: Interview Invitation – Thank You
Hi [Hiring Manager’s Name],
Thank you for the interview invitation for the [Job Title] role at [Company Name]. After careful consideration, I’ve decided to respectfully decline the job interview as I’ve recently accepted another job offer that aligns with my career goals.
I truly appreciate the opportunity and your time. I hope you find the right candidate for the position.
Best regards,
[Your Name]
Track if your email was opened so you’re not left wondering. If the recruiter hasn’t seen it, you may want to follow up to avoid burning bridges.
2. Declining Due to Role Misalignment
Sometimes a job description just doesn’t fit your career goals, and that’s okay. The key is to politely decline while leaving a positive impression.
Subject: Interview Request – Thank You for Considering Me
Hi [Hiring Manager’s Name],
Thank you for reaching out about the [Job Title] opportunity at [Company Name]. After reviewing the role and giving it careful consideration, I’ve decided to decline the interview as the position doesn’t quite align with my current direction.
I appreciate the offer and your interest, and I hope we can stay connected for roles that may be a better match in the future.
Warm regards,
[Your Name]
3. Declining Due to Timing or Scheduling Conflict
Maybe your calendar’s packed or your personal life just isn’t in a place where you can take on something new. If the timing’s wrong, be honest and professional.
Subject: Interview Schedule – Thank You
Hi [Hiring Manager’s Name],
Thanks so much for the interview offer for the [Job Title] role at [Company Name]. I truly appreciate the invitation and your time.
Unfortunately, due to current schedule conflicts (or needing to request time off), I won’t be able to participate in the interview process. I hope we can reconnect in the future when the timing is better.
Thank you again for the opportunity.
Best regards,
[Your Name]
If the recruiter opens your email more than once, it may mean they’re considering a reply. MailTracker helps you notice those subtle signals, so you can follow up or simply close the loop.
4. Declining After Accepting Another Role
If you’ve already said yes to a different job opportunity, you can still respond respectfully and leave a positive relationship with the recruiter or hiring manager.
Subject: Interview Invitation – Thank You
Hi [Hiring Manager’s Name],
Thank you for inviting me to interview for the [Job Title] position at [Company Name]. I’m grateful for the interest and the time you’ve taken to review my background.
At this time, I’ve accepted another role that better fits my current goals, so I will need to respectfully decline the interview. I appreciate the opportunity and wish you the best with your hiring process.
Warm regards,
[Your Name]
5. Declining But Open to Future Roles
Not the right role today, but maybe the right company tomorrow? Keep the tone warm and show you're open to future job opportunities.
Subject: Interview Invitation – Timing Isn’t Right
Hi [Hiring Manager’s Name],
Thank you for the interview request for the [Job Title] at [Company Name]. I’ve taken some time to reflect, and while I’m flattered by the offer, I’ve decided to decline the interview at this time.
That said, I’m genuinely interested in what your team is doing, and I hope we can reconnect if another role more closely aligns with my career path down the line.
Thanks again for the opportunity.
Best regards,
[Your Name]
If your email hasn’t been opened at all, MailTracker can let you know, so you’re not waiting for a response that may never come.
6. Declining for Personal Reasons
Sometimes the reason is simple: your personal life, health, or life plans make it the wrong moment. You don’t need to overshare, just be kind and clear.
Subject: Interview Invitation – Thank You
Hi [Hiring Manager’s Name],
Thank you for the opportunity to interview for the [Job Title] at [Company Name]. After careful consideration, I’ve decided to decline the interview due to personal reasons.
I truly appreciate your time and interest, and I hope you find the right candidate for the role. Wishing you and your team continued success.
Best regards,
[Your Name]
Want to Know If Your Decline Email Was Seen?
When you take the time to write a thoughtful decline job interview email, it helps to know it actually landed.
With MailTracker, you can:
- See if your email was read, reopened, or left unopened
- Avoid awkward follow-ups or waiting unnecessarily
- Stay informed while keeping communication professional
MailTracker is free to use, track up to 20 emails per month with our forever free plan.
Want more? Get link tracking, unlimited tracking, and more with our advanced plans starting at just $24/month (includes a 7-day free trial).
FAQs: Declining a Job Interview Email
Is it unprofessional to decline an interview after receiving an invitation?
Not at all. Job candidates often adjust their plans due to a current job, personal circumstances, or accepting their dream job elsewhere. The key is to respond quickly and with respect.
Do I need to explain why I’m declining the interview?
No need to share every detail. A short note acknowledging the interview opportunity and a brief mention of a current position, or careful thought, is enough. If your reason is related to compensation, consider checking out our salary negotiation email templates for guidance on how to handle it professionally.
Can declining an interview hurt my chances for future roles?
Not if you handle it professionally. Express gratitude, stay polite, and keep the door open for future opportunities or future interviews. Many job seekers land roles later at companies they previously declined.
What if I changed my mind after saying yes to the interview?
Plans shift, it happens. Politely let the recruiter know after further reflection, you’re no longer interested.
