Breaking bad news through writing requires skill and care. Most companies face situations where they need to withdraw job offers they previously extended to candidates. While this can feel awkward, knowing how to write these letters properly helps maintain professional relationships and protect your company’s reputation.
The right words make all the difference when withdrawing an offer letter. A well-crafted withdrawal letter shows respect for the candidate while clearly stating your position. Ready to learn the best ways to handle this delicate task? These sample letters will guide you through various scenarios.
Sample Letters of Withdrawal of Offer Letter
Here are 15 professionally written sample letters to help you handle different offer withdrawal situations appropriately.
1. Budget Constraints Leading to Hiring Freeze
Subject: Withdrawal of Employment Offer – [Position Title]
Dear Mr. Thompson,
This letter concerns the employment offer extended to you on March 15, 2025, for the Senior Marketing Manager position at ABC Corporation.
Due to unexpected budget constraints, our company has implemented an immediate hiring freeze across all departments. This difficult decision affects several open positions, including the role offered to you. We must withdraw the employment offer at this time.
Please understand this decision does not reflect your qualifications or capabilities. Your impressive background and achievements stood out during our selection process. We truly regret any inconvenience this may cause you and your career plans.
To assist with your continued job search, we would be happy to provide referrals to other organizations in our network. Additionally, we will keep your application active for six months should our hiring situation change.
We wish you success in your career pursuits and thank you for your understanding of this unfortunate situation.
Best regards,
Sarah Martinez
Head of Human Resources
ABC Corporation
2. Failed Background Check
Subject: Important Information Regarding Your Employment Offer
Dear Ms. Rodriguez,
This letter relates to the conditional offer of employment extended to you on February 28, 2025, for the Financial Analyst position at XYZ Financial Services.
As stated in our offer letter, employment was contingent upon successful completion of a background check. The results we received revealed discrepancies between the information you provided and our verified findings regarding your educational credentials.
Given these inconsistencies and the regulatory requirements of our industry, we must withdraw our employment offer. This decision aligns with our company policies and compliance obligations.
Should you wish to discuss the specific findings of the background check, please contact our background screening provider directly at [Contact Information]. They can provide you with a copy of the report and information about your rights under the Fair Credit Reporting Act.
We appreciate your interest in joining our organization and wish you success in your future endeavors.
Sincerely,
Michael Chen
Talent Acquisition Manager
XYZ Financial Services
3. Position Elimination Due to Restructuring
Subject: Important Update Regarding Your Employment Offer
Dear Dr. Patterson,
This letter concerns your employment offer dated January 10, 2025, for the Research Director position at Global Pharmaceuticals.
Recent strategic changes within our organization have led to a significant restructuring of our Research and Development department. As a result, several positions, including the one offered to you, have been eliminated.
We deeply regret having to withdraw the employment offer, particularly given your exceptional qualifications and the enthusiasm you showed for joining our team. This organizational change was unexpected and beyond our control.
To help offset any career disruption this may cause, we would like to offer you a consultation with our professional network of pharmaceutical research facilities. Many are actively seeking candidates with your expertise and credentials.
Thank you for your understanding of this situation. We hope our paths cross again under better circumstances.
Best regards,
Amanda Foster
Vice President, Human Resources
Global Pharmaceuticals
4. Failed Drug Test
Subject: Employment Offer Status Update
Dear Mr. Wilson,
This letter refers to the conditional employment offer extended to you on April 5, 2025, for the Safety Coordinator position at Industrial Manufacturing Solutions.
As clearly stated in our offer letter and discussed during your interview, employment was contingent upon passing a mandatory drug screening. The test results we received did not meet our company requirements.
Following our established policies and safety protocols, we must withdraw our employment offer. This decision supports our commitment to maintaining a safe work environment for all employees.
You may request a retest within the next 72 hours if you believe these results are incorrect. Please contact the testing facility directly at [Contact Information] to discuss this option.
We appreciate your interest in our organization and thank you for your time during the selection process.
Regards,
Robert Johnson
Safety Compliance Director
Industrial Manufacturing Solutions
5. Reference Check Concerns
Subject: Update on Employment Offer Status
Dear Ms. Anderson,
This letter pertains to the employment offer dated March 20, 2025, for the Customer Service Manager position at Retail Excellence Corp.
During our standard reference checking process, we received feedback that raised significant concerns about past leadership experiences. These findings conflict with the information shared during your interviews and on your application.
Given these discrepancies and the leadership requirements of this role, we must withdraw our employment offer. This decision maintains our commitment to hiring candidates whose experience aligns with our needs and values.
Should you wish to provide additional context or alternative references, please contact our HR department within the next five business days. We will review any new information thoroughly.
Thank you for your time and participation in our selection process.
Sincerely,
David Thompson
HR Director
Retail Excellence Corp
6. Required Certification Not Obtained
Subject: Employment Offer Status – Action Required
Dear Mr. Garcia,
This letter concerns your conditional employment offer dated February 15, 2025, for the Project Manager position at Construction Partners LLC.
Our offer letter specified the requirement to obtain PMP certification before your start date of April 1, 2025. As we have not received confirmation of your certification and the start date approaches, we must withdraw our employment offer.
This requirement exists because our clients and insurance providers mandate certified project managers for all construction projects. We cannot make exceptions to this policy.
Should you complete your certification in the future, we encourage you to reapply. Your other qualifications impressed our team, and we would gladly reconsider your application once certified.
We wish you success in completing your certification and your future career endeavors.
Best regards,
Lisa Martinez
Talent Acquisition Specialist
Construction Partners LLC
7. Start Date Accommodation Issues
Subject: Employment Offer Update – Start Date Concerns
Dear Ms. Williams,
This letter refers to the employment offer extended to you on March 1, 2025, for the Senior Account Executive position at Digital Marketing Pro.
Your request to delay the start date by four months presents significant challenges for our team and client commitments. After careful consideration of our business needs and project timelines, we cannot accommodate such an extended delay.
Therefore, we must withdraw our current employment offer. This decision helps ensure our clients receive the immediate support they require and maintains our service quality standards.
We value your skills and experience and would welcome your application for future positions that better align with your availability. Please keep an eye on our careers page for opportunities that match your timeline.
Thank you for your openness in communicating your constraints. We wish you success in finding a position that better fits your schedule.
Regards,
James Wilson
Director of Client Services
Digital Marketing Pro
8. Change in Position Requirements
Subject: Important Update Regarding Employment Offer
Dear Dr. Lee,
This letter concerns the Research Scientist position offered to you on January 25, 2025, at BioTech Innovations.
Recent changes in our research focus and grant requirements have significantly altered the technical requirements for this position. The role now requires extensive experience with CRISPR technology and related gene-editing techniques.
Given this substantial change in position requirements, we must withdraw our original employment offer. Your background, while impressive in other areas, does not align with these new technical requirements.
We recognize this change affects your career plans and would like to discuss other open positions that better match your qualifications. Our team identified two roles that could benefit from your expertise in traditional research methods.
Please contact us if you would like to explore these alternative opportunities. We value your capabilities and hope to find a suitable match within our organization.
Best regards,
Michelle Park
Scientific Recruitment Manager
BioTech Innovations
9. Merger-Related Position Elimination
Subject: Important Notice Regarding Employment Offer
Dear Mr. Brown,
This letter concerns your employment offer dated March 5, 2025, for the Operations Manager position at Regional Manufacturing Inc.
Our company recently entered into a merger agreement with National Production Corp. This corporate change requires significant restructuring of our operations department, eliminating several positions, including the one offered to you.
We must therefore withdraw our employment offer. This decision stems from organizational changes beyond our control and does not reflect your qualifications or potential value to our company.
The merged company will post new positions in the coming months. We encourage you to apply for roles that interest you, as your skills and experience impressed our team. We will fast-track your application for any suitable positions.
Thank you for your understanding during this transition period. We apologize for any inconvenience this causes you.
Sincerely,
Richard Taylor
VP of Operations
Regional Manufacturing Inc.
10. Unable to Provide Required Accommodations
Subject: Employment Offer Status Update – Accommodation Request
Dear Ms. Turner,
This letter refers to the employment offer extended to you on April 10, 2025, for the Graphic Designer position at Creative Solutions Agency.
We carefully reviewed your accommodation requirements for a specialized workspace setup and flexible schedule due to your medical condition. After thorough evaluation and consultation with various departments, we regret that we cannot reasonably provide the specific accommodations you require.
Given this situation, we must withdraw our employment offer. This decision ensures we avoid making promises we cannot fully deliver on, which would negatively impact your work experience.
We appreciate your openness in discussing your needs and regret we cannot meet them adequately. To assist you in your job search, we can connect you with several partner agencies that may better accommodate your requirements.
Thank you for your understanding. We wish you success in finding a position that provides the support you need.
Best regards,
Jennifer Adams
HR Manager
Creative Solutions Agency
11. Client Contract Cancellation
Subject: Employment Offer Withdrawal Notice
Dear Mr. Reynolds,
This letter concerns your employment offer dated February 20, 2025, for the Project Consultant position at Business Solutions Group.
The position we offered you was specifically created to support a major client project. Unfortunately, our client unexpectedly cancelled their contract yesterday, eliminating the need for this role.
We must therefore withdraw our employment offer. This situation results from circumstances outside our control and does not reflect on your excellent qualifications or professional capabilities.
Our business development team actively seeks new clients and projects. Should similar opportunities arise, we would gladly consider you for those positions. With your permission, we will keep your application active for future opportunities.
We sincerely apologize for this unfortunate situation and thank you for your understanding.
Regards,
Thomas Wright
Client Services Director
Business Solutions Group
12. Licensing Issue
Subject: Important Notice – Employment Offer Status
Dear Ms. Martinez,
This letter pertains to the conditional employment offer extended to you on March 15, 2025, for the Real Estate Agent position at Premier Properties.
Our offer letter specified the requirement for an active real estate license in our state. Upon verification with the licensing board, we learned your license application remains under review and may take several additional weeks to process.
Given our immediate staffing needs and regulatory requirements, we must withdraw our employment offer. We cannot allow agents to begin work without proper licensing, as this would violate state regulations.
Once you receive your license, we encourage you to reapply. Your sales background and customer service skills impressed our team, and we would gladly reconsider your application when you meet all licensing requirements.
We wish you success with your licensing process and future real estate career.
Best regards,
Patricia Coleman
Broker-in-Charge
Premier Properties
13. Failed Skills Assessment
Subject: Employment Offer Status Update
Dear Mr. Chang,
This letter refers to your conditional employment offer dated April 1, 2025, for the Software Developer position at Tech Solutions Inc.
As discussed during your interview, our offer remained contingent upon successful completion of a technical skills assessment. The results of your assessment did not meet our minimum requirements for the position, particularly in areas of database management and API integration.
Based on these results, we must withdraw our employment offer. This decision maintains our technical standards and ensures our team can meet client expectations effectively.
We encourage you to continue developing your skills in these areas. Many excellent online resources and certification programs can help strengthen these competencies. You may reapply after six months with demonstrated improvement in these areas.
Thank you for your time and effort during our selection process.
Sincerely,
Sarah Lee
Technical Recruitment
Manager Tech Solutions Inc.
14. Company Relocation
Subject: Important Update Regarding Employment Offer
Dear Ms. Peterson,
This letter concerns the employment offer extended to you on March 10, 2025, for the Marketing Coordinator position at Dynamic Enterprises.
Our company recently made the strategic decision to relocate our headquarters to Austin, Texas, effective July 1, 2025. This move affects all positions at our current location, including the role offered to you.
Given your stated inability to relocate, we must withdraw our employment offer. This decision results from our organizational changes and does not reflect on your qualifications or capabilities.
We will provide you with contact information for several partner companies in this area that may have similar positions available. Additionally, should you reconsider relocation in the future, we would welcome your application at our new location.
We apologize for any inconvenience this causes you and appreciate your understanding.
Best regards,
Kevin Morris
HR Director
Dynamic Enterprises
15. Visa/Work Authorization Issues
Subject: Employment Offer Status – Work Authorization
Dear Dr. Patel,
This letter refers to the conditional employment offer extended to you on February 1, 2025, for the Research Scientist position at Global Research Labs.
Our immigration attorneys have reviewed your case and determined we cannot secure the necessary work authorization within our required timeline. Despite our best efforts, current processing delays and regulatory requirements make it impossible to obtain your visa by the planned start date.
We must therefore withdraw our employment offer. This decision stems from circumstances beyond our control and does not reflect on your outstanding qualifications and expertise.
Our HR team can provide you with information about other organizations with more flexible start dates or different visa sponsorship capabilities. We would also welcome your application in the future should your work authorization status change.
Thank you for your patience throughout this process. We wish you success in your career pursuits.
Sincerely,
Maria Rodriguez
International Recruitment Specialist
Global Research Labs
Wrapping Up
Writing withdrawal letters requires balancing clarity with sensitivity. Each situation demands careful consideration of legal requirements and professional courtesy. These sample letters demonstrate how to maintain professional relationships while protecting company interests. Use them as guides to create appropriate responses for your specific circumstances.