“I'm declining the interview”: how to say it politely

Say this instead

1. 01

   Thank you for inviting me to interview for the Product Analyst role. After careful thought, I've decided not to move forward, so please release the slot. I appreciate your time.

   Recruiter / HR · Email

   A standard, courteous no for when you simply don't want the role and don't owe a reason.

   Use for my message
   Copy
2. 02

   Hi Uma, thanks for setting up the interview. I've decided not to go ahead with this role, so please release the slot. Appreciate your time.

   Recruiter / HR · SMS

   Short and clear, which suits a recruiter who has been texting you and an interview that is coming up soon.

   Use for my message
   Copy
3. 03

   Thanks for reaching out about the interview. The role isn't the right fit for what I'm looking for right now, so I'm going to pass. Best of luck with the search.

   Recruiter / HR · Chat

   Honest without much detail, so it fits a professional networking message well.

   Use for my message
   Copy
4. 04

   Thank you for the invitation to interview. I've accepted another position, so I'd like to withdraw my application. I appreciate the time you've put in.

   Recruiter / HR · Email

   Another offer is the reason here, and the plain, final wording gives them what they need to close your file.

   Use for my message
   Copy
5. 05

   Thanks for the details on the role. The pay range is below what I'm looking for, so I won't be interviewing. I appreciate you sharing it upfront.

   Recruiter / HR · SMS

   Salary is the deciding factor, and you can be direct about it without criticizing the company.

   Use for my message
   Copy
6. 06

   Quick heads-up: I've decided not to interview for the opening on the data team. I'm staying focused on my current projects. Happy to explain if it's useful.

   Boss · Chat

   An internal role you were invited to or applied for is a good fit, since your manager hears it from you first.

   Use for my message
   Copy
7. 07

   Thanks for putting my name forward for the design role. I've thought it over and I'm not going to go ahead with the interview, but I do appreciate the support.

   Coworker · Chat

   This keeps things warm with the person who referred you while still giving a clear no.

   Use for my message
   Copy
8. 08

   Thank you for considering me for the contract. My schedule is full for the coming months, so I won't be able to take the interview. I appreciate you thinking of me.

   Client · Email

   A freelancer turning down a call about new work can cite capacity as a simple, true reason.

   Use for my message
   Copy

Examples

What to avoid

• Ghosting the recruiter, or waiting until the last minute when you already know your answer, leaves them stuck.
• An invented excuse does more harm than a short, true reason, or no reason at all.
• Criticism of the company, the pay or the team is best saved for when they ask for feedback.
• A promise to apply again or stay in touch should only appear if you mean it.
• Long messages are unnecessary, since two or three sentences are enough.

Related phrases

• What to say instead of “I'm taking a sick day”→
• “I'm not joining the company”: how to say it politely→
• Saying “I found another job” at work→
• What to say instead of “there's been a death in the family”→
• Better ways to say “I'm declining the second interview”→
• Alternatives to “best of luck” at work→