How to Politely Reject a Recruiter Email: Example and Sample

Are you tired of recruiters bombarding your inbox with irrelevant job offers and copy-paste messages? We’ve all been there. But what should you do when faced with an unwanted recruitment email? Rejecting someone can be awkward and uncomfortable, but it’s important to do it in a professional and respectful manner.

To make your life easier, we’ve compiled some reject recruiter email samples that you can use as templates. These emails are designed to balance your need for politeness with your desire to protect your time and inbox.

The best part? You can edit these sample emails to fit your personal style and situation. Whether you want to emphasize your lack of interest or simply thank the recruiter for their time, we’ve got you covered.

In a world where networking and relationship-building are crucial to success, it’s important to handle rejection with grace and professionalism. So don’t hesitate to use our reject recruiter email samples to make your life easier and your inbox cleaner. Remember, rejecting someone politely can help you build reputation and credibility in your industry, so why not master the art of email rejection?

The Best Structure for Rejecting a Recruiter Email Sample

If you’ve been in the job hunt for a while, you’ve probably received your fair share of recruiter emails. While many of these emails are exciting opportunities, there will come a time when you’ll need to decline an offer. It’s important to know how to do this gracefully and professionally. In this article, we’ll explore the best structure for rejecting a recruiter email sample.

First and foremost, keep in mind that recruiters are human too. They understand that not every job is the right fit for every candidate. However, they do put in time and effort to engage with you, so it’s important to show your appreciation. Start your email with a gracious opening, thanking them for their interest in you and for taking the time to reach out.

Next, politely decline the offer. You can use a phrase like “I appreciate the opportunity, but I don’t think this is the right fit for me at this time.” Be honest about your reasons for declining, but keep your response brief and professional. If you feel comfortable doing so, you can offer specific feedback about the role or the company.

If you’re declining the offer but still interested in working with the recruiter in the future, make that clear. You can say something like “I appreciate your time and would love to stay in touch for future opportunities that may be a better match.” This keeps the door open for future collaborations and shows that you value the relationship.

Finally, end your email with another gracious thank you. Reiterate your appreciation for the recruiter’s time and effort, and wish them the best in their continued efforts.

In conclusion, the key to rejecting a recruiter email sample with grace and professionalism lies in being honest, brief, and appreciative. By following this structure, you’ll be able to maintain positive relationships with recruiters even when the job opportunity isn’t the right fit.

Reject Recruiter Email Samples for Different Reasons

Thank you for Your Interest


Thank you for your interest in the position I applied for with your company. I appreciate the time invested in reviewing my application and carefully considering me for the position. However, after careful consideration of the qualifications required for the position, I have come to the conclusion that my qualifications do not align with the needs of your company.

Once again, thank you for the opportunity. I wish your company all the best as you continue to search for the perfect candidate.

Best Regards,

John Doe

Position Filled


Thank you for considering me for the position with your company. After careful consideration, I found out that the position has been filled by the time my application was reviewed. While I wish I were under better circumstances, I appreciate the opportunity you provided for me to interview with your organization.

Thank you for your time and continuing to assist in building a strong workforce in our industry. Best of luck finding the right candidate for the role.


Jane Doe

Higher Qualification Required

Dear Sir/Madam,

Thank you so much for your time and effort into carefully considering my application for the position of a Marketing Executive at your organization. After reviewing my application and the qualifications that you require, I understand that the position demands more than what I offered.

It was a pleasure getting to learn about your organization and the opportunities available to work with such an admirable team. Again, I genuinely appreciate your willingness to consider me for the role. I look forward to learning about other opportunities where my qualifications will be more fitting in your organization.

Best regards,

Sophie Jones

Not Available for the Interview Date

Dear Recruitment Manager,

Thank you for the opportunity to interview for the Managerial role at your organization. Unfortunately, I won’t be available for the date scheduled due to unforeseen circumstances.

I feel terrible for any inconvenience this may have caused, and I would like to request your consideration to reschedule my interview slot at your earliest convenience. I am still highly interested in the role, and I hope to hear from you soon.

Thank you again for considering me for the position.

Best regards,

Robert Mitchell

Not the Ideal Position for Me

Dear Hiring Manager,

Thank you for reaching out to me with the offer of a permanent role at your organization. The role indeed was quite exciting, and I appreciate the time spent reviewing my qualifications with you.

After careful consideration and self-reflection, I have come to the conclusion that the position is not entirely aligned with my career objectives, and I will have to decline the offer. I genuinely appreciate that you offered me the opportunity and the chance to interview with your organization, and I hope to remain in contact in case of any future opportunities.

Thank you again for your time and consideration.

Warm regards,

Sara Michaels

Salary Package Offered is Not Acceptable

Dear Recruitment Manager,

Thank you for offering me the position of Accounts Manager at your organization. It was an honor to be considered for the role, and I appreciate your time and interest in my qualifications.

However, after careful consideration of the salary package offered for the position, I am afraid it is not adequate for the amount of experience and expertise I bring to the organization. I am willing to continue the engagement if the salary package offered can be adjusted. However, until then, I regret to inform you that I won’t be accepting the offer.

Thank you again for the opportunity to interview with your organization.

Best regards,

Samuel Turner

Company Culture does not Align with Personal Values

Dear HR Manager,

Thank you for extending the job offer for the position of Software Developer at your organization. I appreciate the time you took to learn about my skillset and conduct an extensive interview process. However, overall, I felt that the company culture in your organization doesn’t align with my personal values.

After thorough consideration, I have decided to decline the offer. I genuinely appreciate the opportunity to interview and to get to know more about your organization. In case of a closer alignment of values in the future, please keep me in mind.

Thank you again for your time and consideration.


Mark Hoffman

How to Reject a Recruiter Email with Grace and Professionalism?

Receiving a recruiter email can be both exciting and nerve-wracking. While it can be flattering to know that a recruiter has taken an interest in you, it can also put you in a tough spot if you’re not interested in the job or opportunity presented. However, rejecting a recruiter email doesn’t have to be awkward or unprofessional. Here are some tips on how to do it with grace and professionalism:

  • Respond in a timely manner: While it may be tempting to ignore a recruiter’s message, it’s always better to respond in a timely manner. Even if you’re not interested in the job, it’s important to acknowledge the recruiter’s effort and time invested in reaching out to you. A simple “thank you for reaching out, but I’m not interested at this time” can suffice, but make sure to respond within a few days.
  • Be honest: There’s no need to make up excuses or fabricate reasons for not being interested in the job. Honesty is always the best policy, and recruiters appreciate it when candidates are upfront about their intentions. You don’t have to go into great detail or offer personal reasons for not being interested, but a polite and honest response goes a long way.
  • Show gratitude: Even if you’re declining the opportunity presented by the recruiter, it’s always appreciated to show gratitude for their time and effort. Offer a genuine thank you for considering you for the position, and express appreciation for the opportunity to connect with them. You never know when you might cross paths with the recruiter in the future, so keeping the lines of communication open can only be beneficial in the long run.
  • Leave the door open: While you may not be interested in the job presented by the recruiter at the moment, it’s always smart to leave the door open for future opportunities. Let the recruiter know that you’d be interested in staying in touch and hearing about any future opportunities that may be a better fit for your career goals. This shows that you’re still interested in maintaining a professional relationship with the recruiter, even if their current opportunity isn’t a fit.
  • Be concise: Keep your response brief and to the point — recruiters are busy people and appreciate candidates who can get straight to the point. While it’s important to show gratitude and honesty, try to avoid rambling or offering more information than necessary. Keep your response concise and professional, and the recruiter will appreciate your professionalism.

By following these tips, you can reject a recruiter email with grace and professionalism. Remember, good communication and honesty are always key, and will be appreciated by recruiters in the long run.

Reject Recruiter Email Sample FAQs

What is a reject recruiter email sample?

A reject recruiter email sample is a template that can be used to decline a job offer or opportunity from a recruiter.

When should I use a reject recruiter email sample?

You should use a reject recruiter email sample when you are not interested or do not wish to accept a job offer or opportunity from a recruiter.

What are the benefits of using a reject recruiter email sample?

The benefits of using a reject recruiter email sample include saving time, being professional, and maintaining a good relationship with the recruiter.

How should I address the recruiter in my email?

You should address the recruiter in your email using their given name, or if you’re unsure, “Dear Recruiter” or “Dear [Company Name] Recruiter”.

Do I need to provide a reason for declining the job offer or opportunity?

You do not need to provide a reason for declining the job offer or opportunity; however, it is courteous to do so if it’s feasible.

Can I decline a job offer or opportunity through a phone call instead of email?

You can decline a job offer or opportunity through a phone call instead of email, but it is generally suggested to use email so that there’s a record of the conversation.

What should I include in my reject recruiter email sample?

Your reject recruiter email should include a polite greeting, brief expression of appreciation, clear statement of rejection, and a closing line that shows appreciation, interest, and goodwill towards the recruiter.

That’s All For Now!

Rejecting a recruiter is often a necessary and difficult task. But there’s no need to be rude or dismissive. As we’ve seen, an email sample can help you craft a concise, polite response. Remember that building relationships with recruiters is crucial for your future endeavors. So, make sure you maintain a professional and courteous tone, even when rejecting offers. We hope that our guide was helpful and gave you the confidence to face these situations. Thanks for reading, and don’t forget to come back for more articles!