Extending a job offer to a candidate is an exciting moment for any employer, as it signifies the end of a successful recruitment process and the beginning of a new professional relationship.
However, there may be instances where circumstances change, and the employer is forced to withdraw the employment offer.
Sample Letters to Withdraw Employment Offer
This can be a delicate situation, requiring tact, professionalism, and clear communication.
To help you navigate this challenging task, we have compiled 15 sample letters to withdraw an employment offer, each tailored to specific scenarios you may encounter.
Letter 1
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
Due to unforeseen changes in our company’s financial situation, we have been forced to reevaluate our hiring plans and budget. As a result, we are no longer able to proceed with filling this position at this time.
Please know that this decision is not a reflection of your qualifications or abilities. We were impressed with your background and interview, and we believe that you would have been a valuable addition to our team.
We apologize for any inconvenience this may cause and wish you the best in your future endeavors. If our circumstances change, we would be happy to consider you for future opportunities with our company.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 2
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must regrettably withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After careful consideration, we have decided to restructure the department and eliminate this position. This decision was made based on our company’s current needs and strategic direction and is not a reflection of your qualifications or abilities.
We appreciate the time and effort you invested in the interview process and apologize for any inconvenience this may cause. We would like to keep your resume on file and consider you for future opportunities that may arise within our company.
Thank you for your understanding, and we wish you success in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 3
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
During the reference check process, we discovered discrepancies between the information you provided and the feedback we received from your references. This has led us to question the accuracy of your application materials and has raised concerns about your suitability for this position.
We take the hiring process seriously and require complete honesty and transparency from all candidates. As a result, we have decided to withdraw the employment offer and will not be proceeding with your hiring.
We wish you the best in your future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 4
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After further evaluation of our company’s needs and the qualifications required for this position, we have determined that your skills and experience do not fully align with the role as initially anticipated. We apologize for any misunderstanding or inconvenience this may cause.
Please know that we appreciate the time and effort you invested in the interview process, and we wish you success in your job search. If a more suitable opportunity arises within our company in the future, we would be happy to consider you.
Thank you for your understanding.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 5
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
During the pre-employment background check, we discovered information that precludes us from proceeding with your hiring. Please understand that we conduct these checks on all candidates to ensure the safety and security of our workplace and to maintain compliance with legal requirements.
We appreciate your interest in our company and the time you invested in the interview process. We wish you the best in your future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 6
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
We were recently informed that the project for which this position was created has been put on hold indefinitely due to budgetary constraints. As a result, we are no longer able to proceed with filling this role at this time.
Please know that this decision is not a reflection of your qualifications or abilities. We were impressed with your background and interview, and we believe that you would have been a valuable addition to our team.
We apologize for any inconvenience this may cause and wish you the best in your future endeavors. If the project resumes or another suitable opportunity arises within our company, we would be happy to consider you.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 7
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After further consideration, we have decided to promote an internal candidate to fill this role. This decision was made based on the individual’s extensive experience within our company and their deep understanding of our processes and culture.
We appreciate the time and effort you invested in the interview process and apologize for any inconvenience this may cause. We would like to keep your resume on file and consider you for future opportunities that may arise within our company.
Thank you for your understanding, and we wish you success in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 8
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
During the post-offer medical examination, it was determined that you have a medical condition that would prevent you from performing the essential functions of this position, even with reasonable accommodations. We are unable to modify the position sufficiently to accommodate your needs without causing undue hardship to our company.
Please know that this decision is not a reflection of your qualifications or abilities, and we apologize for any inconvenience this may cause. We wish you the best in your future endeavors and hope that you find a position that is better suited to your needs.
Sincerely, [Your Name] [Your Title] [Company Name]
Letter 9
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After careful consideration, we have decided to put a hold on filling this position due to unexpected changes in our company’s priorities and strategic direction. We apologize for any inconvenience this may cause and want to assure you that this decision is not a reflection of your qualifications or abilities.
We appreciate the time and effort you invested in the interview process and would like to keep your resume on file for future opportunities that may arise within our company.
Thank you for your understanding, and we wish you success in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 10
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
During the pre-employment drug screening, we received results indicating the presence of illegal substances in your system. As stated in our company policy, we maintain a drug-free workplace and cannot proceed with the hiring of individuals who test positive for illegal drugs.
We appreciate your interest in our company and the time you invested in the interview process. We wish you the best in your future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 11
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After further evaluation of our company’s needs and the qualifications required for this position, we have determined that we require a candidate with more extensive experience in [specific area or skill]. While we were impressed with your background and potential, we believe that another candidate is better suited for this role at this time.
We appreciate the time and effort you invested in the interview process and apologize for any inconvenience this may cause. We would like to keep your resume on file and consider you for future opportunities that may arise within our company.
Thank you for your understanding, and we wish you success in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 12
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
We recently learned that our company will be undergoing a merger, which has led to a reevaluation of our workforce needs. As a result, we have made the difficult decision to eliminate several positions, including the one for which you were hired.
Please know that this decision is not a reflection of your qualifications or abilities. We were impressed with your background and interview, and we believe that you would have been a valuable addition to our team.
We apologize for any inconvenience this may cause and wish you the best in your future endeavors. If another suitable opportunity arises within our company following the merger, we would be happy to consider you.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 13
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
During the onboarding process, we discovered that you are unable to provide the necessary documentation to verify your eligibility to work in the United States. As an employer, we are required to comply with federal immigration laws and can only hire individuals who are authorized to work in the country.
We appreciate your interest in our company and the time you invested in the interview process. We apologize for any inconvenience this may cause and wish you the best in your future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 14
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I am writing to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After careful consideration, we have decided to revise the job description and requirements for this position. Upon further evaluation, we have determined that your skills and experience do not fully align with the updated requirements.
Please know that this decision is not a reflection of your qualifications or abilities, and we apologize for any inconvenience this may cause. We appreciate the time and effort you invested in the interview process and wish you success in your job search.
If a position that better matches your skills and experience becomes available within our company in the future, we would be happy to consider you.
Thank you for your understanding.
Sincerely,
[Your Name] [Your Title] [Company Name]
Letter 15
Subject: Withdrawal of Employment Offer – [Position Title]
Dear [Candidate’s Name],
I regret to inform you that we must withdraw the offer of employment for the position of [Position Title] at [Company Name], which was extended to you on [Date].
After further evaluation of our company’s budget and hiring needs, we have made the difficult decision to freeze all new hires for the foreseeable future. This decision was made to ensure the long-term financial stability of our organization and is not a reflection of your qualifications or abilities.
We appreciate the time and effort you invested in the interview process and apologize for any inconvenience this may cause. We would like to keep your resume on file and contact you if our hiring needs change in the future.
Thank you for your understanding, and we wish you success in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Conclusion
Withdrawing an employment offer is never an easy decision, but sometimes it is necessary due to changing circumstances, new information, or unforeseen challenges.
By using these sample letters as a guide, you can effectively communicate your decision to the candidate professionally and compassionately.
Remember to tailor each letter to your specific situation, providing clear reasons for the withdrawal and expressing gratitude for the candidate’s time and interest in your company. Be prepared to answer any questions the candidate may have and offer support or resources if appropriate.
Ultimately, the goal is to handle the situation with integrity and respect, minimizing the impact on the candidate while protecting the interests of your company.
By communicating clearly and honestly, you can maintain your professional reputation and leave the door open for future opportunities if circumstances change.
