When a candidate declines a job offer, the right response depends on the situation, but in every case, start by acknowledging their decision and thanking them for their time. From there, you have a few options depending on what you're trying to achieve:
- Acknowledge and thank them: close the loop respectfully, no hard feelings.
- Ask for feedback: find out if the decline was about something you can fix next time.
- Send a counteroffer: if the client's willing and the fit is right, try to win them back.
- Keep the door open: let them know you'll reach out for future roles.
- Stay professionally friendly: no immediate need, but keep the relationship warm.
Below are 5 email templates for each scenario, ready to copy, paste, and personalise.
Sample 1: Acknowledge the rejection and thank candidates for their time
Reach out and acknowledge the candidate’s decision so they don’t feel ghosted. Thanking them for their effort in the recruitment process shows respect for their time.
We’re all people at the end of the day. A little thank-you goes a long way toward maintaining good relationships.
Here’s a template you can use:
Subject: Thank you for considering [Client Company]
Dear [Candidate Name],
I wanted to reach out and thank you for considering the [Job Title] role at [Client Company]. I appreciate the time and effort you put into the interview process, and I'm grateful for the opportunity to get to know you better.
I understand that you have decided to decline the job offer. While we’re sorry to hear that you won't be joining the team at [Client Company], I respect your decision and wish you all the best.
Thank you again for your time. If there’s anything I can do to assist you in your job search, please don't hesitate to reach out.
Best regards,
[Your Name]
Sample 2: Seek feedback and offer to help in the future
Following up with a candidate can give you valuable information. Their comments will tell you if the rejection was related to factors you can influence (e.g. slow response times or a poor benefits package).
Honest feedback will only help you in the long run.
Here’s a sample email to find out what the candidate’s thinking:
Subject: Follow-up on your recent job application
Dear [Candidate Name],
I hope this email finds you well. I wanted to follow up with you about your recent job application with [Client Company]. Thank you for taking the time to interview with them and for your interest in the role.
I understand that you have declined the job offer. I would appreciate the opportunity to understand more about your decision.
If you're comfortable, could you share your reasons for declining? Your honest feedback will help us improve our recruitment process for future candidates.
Or if you would like to discuss any concerns or questions, I would be happy to arrange a call.
Best regards,
[Your Name]
Sample 3: Send a counteroffer, if appropriate
Discuss with your client whether a particular candidate is worth winning back, and what they’ll offer to make it happen. If it will benefit both the candidate and your client, consider a counteroffer.
Note that it’s only helpful to revise an offer after you understand what the candidate wants. Use this as a sequel to the “Sample 2” email that asks for feedback.
To encourage a candidate to come back, try this sample email:
Subject: [Job Title] role at [Client Company]
Dear [Candidate Name],
I wanted to follow up on our recent job offer for the [Job Title] role at [Client Company]. Thank you for your honest feedback. I wanted to see if there's anything we can do to change your decision.
After speaking with the hiring manager, we would like to propose a revised offer that addresses your concerns. We believe that this offer will better align with your career goals.
Please let me know if you would like to discuss the revised offer further, or if there is anything else I can help with.
Best regards,
[Your Name]
Sample 4: Keep in touch for future opportunities
If the client says “no” to a counteroffer or the candidate’s not interested, it can’t hurt to keep the door open.
Your agency might have future roles that the candidate would consider. Let them know that you value their skills and experience and would be happy to keep in touch.
Use this message to keep the relationship warm:
Subject: Keeping in touch with [Your Agency]
Dear [Candidate Name],
I hope this email finds you well. I wanted to thank you again for considering the [Job Title] role at [Client Company]. I appreciate you taking the time to speak with me.
While I understand that you have decided to decline the job offer, I wanted to let you know that I value your skills and experience. [Your Agency] is growing, and we will have similar job opportunities in the future.
I would be happy to keep in touch and share any future job openings that align with your career goals. If you’re interested, please let me know, and I will add your name to our list to reach out in the future.
If there is anything else I can do to assist you in your job search, please don't hesitate to reach out.
Best regards,
[Your Name]
Sample 5: Keep the relationship professional but friendly
You can reach out to stay connected with a candidate even if there aren't any immediate open roles.
Sometimes professional connections pay off in unexpected ways. To let a candidate know you're open to staying in touch, try the template below.
Here’s what your email might look like:
Subject: [Job Title] role at [Client Company]
Dear [Candidate Name],
I hope this email finds you well. I wanted to reach out and thank you for considering the [Job Title] role at [Client Company]. I appreciate you taking the time to go through this process with us.
While I understand that you have decided to decline the job offer, I wanted to let you know that I enjoyed getting to know you. I wish you all the best in your job search.
If you have any questions or would like to discuss any roles in the future, I would be happy to connect with you. Feel free to reach out at [your LinkedIn profile, email, or office phone].
Best regards,
[Your Name]
Final thoughts
Recruitment is a relationship business. Even when candidates reject your job offer, it’s good practice to stay friendly and responsive. You never know when there will be another role for them.
Good relationships are also essential to your professional reputation as a recruiter. Whether you’re working for an agency or starting your own, the individual connections you make reflect on the business as a whol
With these email templates, you can do right by candidates by keeping a warm relationship in spite of the rejection. Take them as a guide, bounce back from the rejection, and keep up your search for that next great candidate.
Frequently asked questions
What should I say when a candidate declines a job offer?
Start by acknowledging their decision and thanking them for the time and effort they put into the process. Something like: "I understand that you have decided to decline the job offer. While we're sorry to hear that you won't be joining the team, I respect your decision and wish you all the best." A brief, respectful message like this protects the relationship even though the outcome wasn't what you hoped for.
Should I ask a candidate why they declined?
Yes, following up can give you valuable information. If the decline was related to something you can influence, like slow response times or a weak benefits package, honest feedback helps you improve for next time. You can ask directly: "If you're comfortable, could you share your reasons for declining? Your honest feedback will help us improve our recruitment process for future candidates."
Is it appropriate to send a counteroffer after a decline?
It can be, but only once you understand what the candidate actually wants. Use it as a follow-up to the feedback conversation, not a first response. Discuss with your client whether the candidate is worth winning back and what they're willing to offer before proposing anything: "After speaking with the recruiting manager, we would like to propose a revised offer that addresses your worries."
How do I keep a declined candidate in my talent pipeline?
Let them know directly that you value their skills and would like to stay in touch for future roles, then follow through. Our recommendation is to use your ATS to mark declined-but-strong candidates so you can reach out again when a matching role comes up, rather than relying on memory.
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