Receiving an internship offer is exciting, but what if it’s not the perfect fit for you or there’s a better match elsewhere? Turning it down the right way matters because it affects your professional image.
So, how can you say “no” without burning bridges? Can you keep potential doors open for the future? Keep reading to learn how to reject an offer gracefully and maintain positive connections, plus some examples to help you craft the perfect response.
Table of Contents
- Be Prompt in Your Response
- Decline the Offer in Writing
- Express Gratitude for the Opportunity
- State Your Reason Briefly
- Maintain a Professional Tone
- Be Honest but Tactful
- Personalize Your Communication
- Offer to Stay in Touch
- End on a Positive Note
- Follow Up with a Phone Call (if necessary)
- More Expert Insights
- Sample Responses for Politely Declining an Internship Offer
- Frequently Asked Questions
- Final Thoughts
Be Prompt in Your Response
Time is of the essence. You don’t want to leave the company hanging. As soon as you decide the internship’s not for you, let them know. A quick reply helps the company move forward with other candidates.
A speedy response is respectful and shows that you value their time. It also makes everything smoother for everyone involved. No one likes waiting around, right?
"Ideally, you will do this quickly without stringing the company along. If you receive an offer from a company, be prepared to tell them yes or no within a few days. Don't leave the decision hanging until you finish up several more interviews—especially if those interviews aren't scheduled for a week or longer."
— Ryan Glick | Co-Founder, Pixelayn Innovations
Decline the Offer in Writing
Writing your rejection is a clear and professional way to handle it. It sets the tone and shows you’re serious about your decision. Your best tool is a simple, concise email or letter.
And before you hit send, here are a few key things to double-check:
- Be clear and straight to the point.
- Check your spelling.
- Save a copy. It’s your receipt that you handled things like a pro.
A written message provides a record for both you and the company. It adds a level of formality and ensures that your decision is communicated clearly. And it’s also a great way to practice your professional writing skills.
Express Gratitude for the Opportunity
They chose you out of many applicants. That deserves a big thank you! It might seem small, but gratitude goes a long way. A sentence or two thanking them for the opportunity shows that you appreciate the time and effort they’ve invested.
Something like, “I am grateful for the opportunity to interview and learn more about your team,” adds a positive tone to your rejection.
Gratitude doesn’t just make the rejection softer, it also keeps the relationship positive. A little thank you can keep the connection warm for future interactions.
"Be positive in your response and thank the interviewer and company for the opportunity to be considered. Let the organization know that you appreciate the time they invested in getting to know you and understand your qualifications."
— Dr. Heather Rothbauer-Wanish | Owner, Feather Communications | Author, Getting Back in the Game: How to Build Your Resume After Taking a Break
State Your Reason Briefly
It’s important to tell them why you’re saying no, but keep it short and sweet. You don’t need to go into too much detail.
Here’s a quick breakdown of how to do this:
- Share just enough so they understand your decision.
- No long stories. Stick to one or two reasons at most.
- Keep it relevant to the internship or your career goals.
Briefly summing up your reasons helps avoid unnecessary back-and-forth. This way, they understand your decision, but you’re not bogged down with too much information.
Maintain a Professional Tone
Keeping things professional is key when you’re turning down an offer. Even if the company wasn’t your top choice, it’s important to stay respectful.
Use polite and formal language to show you take the opportunity seriously. This can be as simple as using proper greetings and sign-offs like “Dear [Name]” and “Best regards.” and using complete, well-structured sentences.
Be Honest but Tactful
Honesty is the best policy, especially when it comes to professional communications. Be clear about why you’re declining, but keep it respectful. For example, you might say, “I’ve decided to pursue another opportunity that better matches my career goals.”
Being honest doesn’t mean you have to be harsh. You can be truthful while still being kind. It’s all about how you phrase it. This way, you’re transparent, but you’re also maintaining a positive relationship.
"Be honest to yourself and the company about your career goals if the internship doesn't align with your goals. Politely say, "No, thank you and here's why" from there the company will modify the internship or move on."
— Jessica Glazer | President & Strategic Recruitment Director, MindHR
Personalize Your Communication
It’s the personal touches that turn a simple “no thanks” into something memorable. Make sure the company knows that you’re speaking to them specifically.
Here are a few notes on making it personal:
- Start by mentioning a detail or two from your interactions.
- Maybe you discussed a project or shared a laugh during the interview. Bring that up!
- Let your voice shine through. They should be able to hear you in the text.
Personal touches like this make your message feel genuine and warm.
Offer to Stay in Touch
Offering to stay in touch is a great way to keep the connection alive. You can say, “I would love to stay connected and possibly collaborate in the future.” This shows that you value the relationship and are open to networking.
Keeping the lines of communication open can benefit you down the road. And it’s a nice way to show that while you’re declining now, you’re not closing the door completely. Who knows? This connection might come in handy someday!
"End by offering to stay in touch, suggest connecting on LinkedIn or Twitter and continue to take an interest in what they are posting."
— James Rice | Head of SEO, Picked
End on a Positive Note
Wrapping up your email on a positive note is crucial. It’s the last thing they’ll read, and it can make a big difference in how they remember you.
Here’s how to wrap things up with positivity:
- Thank them again—you can never say “thank you” too much.
- Drop a line that roots for their future, like, “Wishing your team continued success.”
- Sign off with a warm and upbeat closing, perhaps with “Best regards” or “Warm wishes.”
Follow Up with a Phone Call (if necessary)
Sometimes, an email just isn’t enough. If you feel there’s more to say or your message needs a personal touch, picking up the phone could be the way to go. When making the phone call, keep it brief and straightforward. You can start by thanking them again for the offer and explaining why you’re calling.
For example: “Hi [Hiring Manager’s Name], I just wanted to personally thank you for the internship offer and let you know that I have decided to go in a different direction.”
It shows that you’re willing to go the extra mile to maintain a professional and friendly relationship. So, don’t hesitate to pick up the phone if you think it’s necessary.
More Expert Insights
“By making a lasting impression with the hiring manager, even when declining, allows you to build rapport. On the chance you decide to seek employment with them after your internship, you will already have a professional connection.”
— Gina Curtis, SHRM-CP, aPHR | Executive Recruiting Manager, JMJ Phillip Group | Executive Trainer, Employment BOOST
“Candidates turning down internships is part of the process and happens more often than people think in companies. My advice would be to make sure you do it graciously without severing ties with the company.”
— Liza Andersin | HR Director, Find Courses
Sample Responses for Politely Declining an Internship Offer
Now that you know how to handle rejecting an internship offer, let’s see how it looks in practice. Here are some sample emails showing how to decline an offer politely and professionally:
Example 1
Subject: Thank You for the Internship Offer
Dear [Hiring Manager’s Name],
I want to thank you for offering me the [Position] internship at [Company Name]. After careful consideration, I have decided to pursue another opportunity that aligns better with my career goals.
I truly appreciate the time and effort you invested in my application and interview process. I hope we can stay in touch and possibly collaborate in the future.
Wishing you and your team all the best.
Sincerely,
[Your Name]
Example 2
Subject: Grateful for Your Offer
Hi [Interviewer’s Name],
It was truly a pleasure meeting you and learning about the innovative work at [Company Name]. I am genuinely grateful and honored to receive the internship offer.
However, after a lot of thought, I have made the tough decision to pursue a different opportunity that is a bit closer to my field of study.
I’ve gained great insights from our discussions and would love to stay connected via LinkedIn to keep updated on [Company Name] and potentially collaborate in the future.
Thank you once more for this wonderful opportunity.
Warm wishes,
[Your Name]
Example 3
Subject: Internship Opportunity at [Company Name]
Dear [Hiring Manager’s Name],
I would like to express my sincere gratitude for the offer to join [Company Name] as an intern. This decision required careful thought and consideration regarding my career path.
While I am enthusiastic about the work being done at your company, I must decline the offer due to commitments to another project that I believe will best help me achieve my career goals.
I hope this doesn’t preclude any potential future collaborations or opportunities to engage with [Company Name], as I hold your team in high regard.
Thank you for your understanding, and I hope we can connect again.
Kind regards,
[Your Name]
Example 4
Subject: Appreciation for Your Offer
Dear [Interviewer’s Name],
Thank you so much for considering me for the internship role at [Company Name]. I have been impressed with the team’s passion and your company’s mission throughout the interview process.
After considerable reflection, I have decided to pursue a position that more closely matches my long-term career aspirations. However, I would be delighted to explore other ways to collaborate or contribute to your projects in the future.
Thank you once again for your offer and understanding.
Sincerely,
[Your Name]
Example 5
Subject: Internship Offer Decline
Dear [Hiring Manager’s Name],
I am writing to express my gratitude for offering me the [Position] internship at [Company Name]. The interview process was insightful, and I am honored by the opportunity to join your esteemed team.
However, after careful consideration, I have decided to accept an offer that is more aligned with my current career interests. I value the time you spent reviewing my application and interviewing me, and I hope to keep in touch.
Thank you once again for your kind offer and understanding.
Best regards,
[Your Name]
Frequently Asked Questions
Should I feel guilty for rejecting an internship offer?
No, you should not feel guilty for rejecting an internship offer. It’s important to make choices that are best for your career goals and personal circumstances. Companies understand that candidates must find positions that align with their aspirations and needs.
How can I remain tactful in my response even if I didn’t like the internship’s terms or environment?
Focus on the positives of your interaction and keep any negative opinions about the internship or company to yourself. You can simply state that you are pursuing other opportunities that better align with your career objectives or personal situation.
Can I use a template for my rejection email?
Yes, templates can be very helpful as long as you personalize them to reflect your own voice and the specifics of your situation. Make sure your message feels genuine.
What if I want to consider the offer but need more time?
Politely ask for an extension, expressing that you are very interested but need a bit more time to make a well-informed decision. Most companies will understand and grant a brief extension.
Final Thoughts
Saying “no” to an internship offer doesn’t have to be stressful. By responding promptly, keeping your message professional, and showing gratitude, you can decline an offer without burning bridges. It’s all about maintaining good relationships for the future.
Remember, every professional step you take counts. So, take the time to be thoughtful and respectful in your response. Good luck!
