Drafting the Perfect Withdraw Offer Letter Email: A Step-by-Step Guide
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An offer letter withdrawal email is a crucial communication that an employer sends to a candidate to inform them that the job offer is being rescinded. The employer, candidate, offer letter, and job opportunity are the four main entities involved in this email.
The Anatomy of a Stellar Withdrawal Letter
Withdrawing an offer is never a pleasant task, but with the right structure, you can do it with grace and professionalism. Here’s a step-by-step guide to help you craft a withdrawal letter that is clear, concise, and compassionate:
1. Start with an Apology
Begin the letter with a sincere apology for the change in circumstances that necessitate the withdrawal. Express your regret and acknowledge the inconvenience it may have caused the candidate.
2. State the Reason Clearly
Explain the reason for withdrawing the offer briefly and professionally. Be specific, but avoid unnecessary details or blame. Instead, focus on the facts and the impact they had on your decision.
3. Express Appreciation
Thank the candidate for their time, interest, and understanding. Highlight their skills and qualities that impressed you during the interview process.
4. Discuss Next Steps
If possible, provide information on any next steps for the candidate, such as keeping their application on file for future openings or assisting them in their job search.
5. End with a Touch of Professionalism
Close the letter on a positive note. Restate your appreciation for the candidate’s time and express your best wishes for their future endeavors.
Table: Example Withdrawal Letter Structure
| Section | Example |
|—|—|
| Date | March 10, 2023 |
| Candidate’s name | Jane Doe |
| Position | Marketing Manager |
| Company name | ABC Corporation |
Structure Checklist:
- Apology for withdrawal
- Clear statement of reason
- Expression of appreciation
- Discussion of next steps (optional)
- Professional closing
Sample Withdraw Offer Letters for Different Reasons
Withdrawal of Job Offer Due to Background Check Findings
Dear [Candidate Name],
We hope this email finds you well. After careful consideration, we have decided to withdraw our job offer for the position of [Position Name].
Our decision is based on certain findings from your background check. While we appreciate your interest in our company and the time you took to interview, we do not believe that your qualifications and experience fully align with the requirements of the role.
We understand that receiving this news may be disappointing, and we wish you the best of luck in your job search.
Withdrawal of Job Offer Due to Change in Business Circumstances
Dear [Candidate Name],
We regret to inform you that we have made the difficult decision to withdraw our job offer for the position of [Position Name].
Since our last correspondence, our business has undergone significant changes that have impacted our hiring plans. As a result, we have decided to pause hiring for this particular role.
We understand that this may be unexpected and potentially frustrating. We sincerely apologize for any inconvenience it may cause.
Withdrawal of Job Offer Due to Candidate Misrepresentation
Dear [Candidate Name],
We are writing to inform you that we are withdrawing our job offer for the position of [Position Name].
During your interview and subsequent reference checks, it has come to our attention that you have misrepresented certain qualifications and experience. This includes:
- [List of Misrepresented Qualifications/Experience]
Based on this information, we believe that you are not a suitable fit for the role. We have made the decision to withdraw our offer.
Withdrawal of Job Offer Due to Acceptance of Another Position
Dear [Candidate Name],
We are writing to confirm that we have withdrawn our job offer for the position of [Position Name].
We understand that you have accepted another position with a different company. We wish you all the best in your new role and hope you will have a successful career there.
Withdrawal of Job Offer Due to Medical Reasons
Dear [Candidate Name],
We regret to inform you that we have decided to withdraw our job offer for the position of [Position Name].
After careful consideration of your medical condition, we have come to the difficult realization that the demands of the role may not be suitable for you at this time.
We understand that this news may come as a surprise and disappointment. We sincerely apologize for any inconvenience it may cause.
Withdrawal of Job Offer Due to Lack of Enthusiasm
Dear [Candidate Name],
We hope this email finds you well. After evaluating your performance during the onboarding process, we have regretfully decided to withdraw our job offer for the position of [Position Name].
While we initially felt that your skills and experience aligned with our requirements, we have observed a lack of enthusiasm and commitment from you during your training. We believe that this may impact your ability to succeed in this role.
We wish you all the best in your future endeavors.
Withdrawal of Job Offer Due to Violation of Employee Code of Conduct
Dear [Candidate Name],
We are writing to inform you that we have withdrawn our job offer for the position of [Position Name].
During the onboarding process, we have discovered evidence that you have violated our employee code of conduct by engaging in [Describe Violation]. This includes:
- [List of Code of Conduct Violations]
Due to the severity of these violations, we believe that it would not be appropriate to proceed with your employment. We wish you all the best in your job search.
What is a Withdraw Offer Letter Email?
A withdraw offer letter email is a formal notification sent by a potential employer to a job candidate, rescinding a previously extended job offer. The purpose of this email is to inform the candidate that the job offer is no longer available and to explain the reasons for the decision.
Subject–Predicate–Object (SPO): [Employer] revokes [job offer] to [candidate] due to [reason].
Entity–Attributes–Value (EAV):
- Employer: Name, Position
- Candidate: Name, Position
- Reason: Business needs, Candidate background check, New information
Other Common Reasons for Withdrawing an Offer Letter
SPO: [Employer] withdraws [job offer] due to [business needs].
EAV:
- Employer: Name, Position
- Business needs: Budget cuts, Hiring freeze, Acquisition or merger
SPO: [Employer] revokes [job offer] to [candidate] due to [background check].
EAV:
- Employer: Name, Position
- Candidate: Name, Position
- Background check: Criminal convictions, Falsified resume or credentials
SPO: [Employer] withdraws [job offer] to [candidate] based on [new information].
EAV:
- Employer: Name, Position
- Candidate: Name, Position
- New information: Competitor’s offer, Changes in company strategy, Negative feedback from references
Hey there! Thanks for sticking around to the end. I know it’s not always easy to hear that an offer has been withdrawn, but I hope you appreciate the honesty and transparency we’ve provided. We wish you the best in your job search and hope to see you back here again soon!