Offer withdrawal letter template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Office Address]
[City], [State] [PIN Code]
Date: [Date]
Ref: [Company Code]/HR/OW/[Year]/[Number]
To
[Candidate Name]
[Candidate Address]
Email: [Email Address]
Subject: Withdrawal of offer of employment dated [Offer Date]
Dear [Candidate Name],
This refers to our offer letter no. [Offer Reference] dated [Offer Date] for the position of [Designation] at our [Location] office, which you accepted on [Acceptance Date].
As stated in clause [Clause Number] of the offer, the offer was subject to [the condition, for example: satisfactory verification of your educational and employment documents / your joining on or before the agreed date / the position being available]. [State the fact in neutral terms, for example: We have not been able to complete verification of your employment with your previous employer despite our requests of [Dates] / You did not report on [Joining Date] and we have not received a request to change the date / The position has been closed following a change in the project for which it was created.]
We therefore regret to inform you that the offer is withdrawn with effect from the date of this letter. This decision does not reflect on your abilities, and where the reason is a business change, we would be glad to consider your application for suitable openings in the future.
The original documents you submitted, listed below, [are enclosed with this letter / can be collected from the HR department at the above address]. Copies of your personal information held for the hiring process will be kept or deleted as per our data retention practice.
1. [Document Name]
2. [Document Name]
If you have any questions, please contact [HR Contact Name] at [Phone Number] or [HR Email].
Yours sincerely,
For [Company Name]
[Signatory Name]
[Signatory Designation]
Acknowledgement by candidate
I have received this letter and the documents listed above.
Name: [Candidate Name]
Signature: ____________
Date: ____________
What to include
Refer to the offer condition
Quote the clause and the condition the withdrawal rests on. A withdrawal that relies on a condition the candidate signed is easy to explain; one that relies on a reason never mentioned invites a complaint.
State facts, not conclusions
Write what happened, such as verification not completed after requests on given dates, rather than labelling the candidate dishonest. The letter may be read by the candidate's family, a lawyer or a future employer.
Speed matters
Every day of delay may cost the candidate another job offer or a chance to stay with the current employer. Once the decision is approved, call and send the letter the same day.
Return documents and handle data
Return originals the candidate submitted and state what happens to the personal data collected for hiring. It closes the file cleanly and shows respect for the candidate's privacy.
Business-reason withdrawals need extra care
When the company closes the role after the candidate has resigned elsewhere, consider telling them early, helping with references or offering a comparable role. Many HR heads also consider a goodwill payment in such cases.
Common mistakes to avoid
- Withdrawing an offer by phone or chat message with nothing in writing.
- Accusing the candidate of fraud when verification is only pending or unclear.
- Waiting until the joining day to tell the candidate the position is closed.
- Keeping the candidate's original certificates after the offer is withdrawn.
- Citing a condition that was never written in the offer letter.
Run it in ZeniaHR
In the Recruitment Hub, record the reason in the candidate's screening notes, so anyone opening the requisition later sees why the offer did not convert, and do not move the candidate into onboarding. The requisition stays open because requisitions close only when openings are filled, which lets the recruiter restart sourcing. If the candidate had already submitted a self-onboarding form, HR rejects it at the approval step, so no employee record is created.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
Can a company withdraw a job offer after the candidate has accepted it?
Yes, when the offer letter made the offer subject to conditions and one of them is not met, such as document verification or joining on the agreed date. Withdrawing for a reason outside the letter, once the candidate has already quit their present job, is risky and damages the employer's name. Keep the decision, the reason and the dates on record.
What reasons can be given for withdrawing an offer?
Common reasons are failed or incomplete background verification, false information in the application, the candidate not joining on the agreed date, and business changes such as a project ending or a hiring freeze. Whatever the reason, state it factually and link it to the relevant condition in the offer letter.
Should the candidate be compensated when an offer is withdrawn?
Nothing in the letter template creates a payment, but when the company withdraws for its own business reasons after the candidate has resigned elsewhere, many employers offer a goodwill payment or help with placement. Decide it case by case with the HR head and record the decision in the offer file.
How should an offer withdrawal be communicated?
Call the candidate first so the news does not arrive cold in an inbox, then send the signed letter by email and post the same day. Keep the tone respectful, give a contact person for questions and return any original documents. Record the date and mode of communication in the recruitment file.