Getting your visa application right takes careful planning and proper timing. Sometimes life throws unexpected changes that require pulling back an application before it’s processed. Many people feel stuck writing these letters because they want to maintain good relationships with embassies for future applications.
The following letters show different approaches to withdrawing visa applications professionally and clearly. Each one handles unique situations while keeping the tone respectful and providing all needed details. Read on to find real examples you can adapt for your specific case.
Letters of Withdrawal of Visa Application
Here are properly formatted withdrawal letters for various situations that could lead to canceling a visa application.
1. Personal Emergency Requiring Immediate Return
Subject: Withdrawal of Tourist Visa Application – Reference Number VS2024789
Dear Visa Officer,
This letter serves as a formal request to withdraw my tourist visa application submitted on February 1, 2024, with reference number VS2024789. A serious family emergency requires my immediate presence back home, making it impossible to proceed with my planned visit at this time.
My father has been admitted to the hospital for urgent cardiac surgery, and as his primary caregiver, my family needs me to return as soon as possible. This unexpected situation prevents me from following through with the intended travel dates outlined in my application.
Please process this withdrawal request and return any original documents submitted with my application. If possible, kindly consider refunding the visa processing fee, though this is secondary to the swift processing of this withdrawal request.
Thank you for understanding these unforeseen circumstances. Your prompt attention to this matter would be greatly appreciated.
Best regards,
Sarah Thompson
Passport Number: P7891011
Contact: +1-555-0123
Email: sarah.t@email.com
2. Change in Employment Status
Subject: Request to Withdraw Work Visa Application – File Number WV20240215
Dear Visa Processing Department,
Please accept this letter as my formal request to withdraw my work visa application, submitted on January 15, 2024, with file number WV20240215. Recent changes in my employment status have made this application no longer applicable.
The position with ABC Corporation, which formed the basis of this visa application, has been restructured due to internal company changes. The role requirements have shifted significantly from those stated in my initial application. After careful discussion with the employer, we mutually agreed that the current position no longer aligns with my qualifications.
As the circumstances supporting my original application have substantially changed, continuing with this visa process would not be appropriate. Please withdraw my application and return all submitted documents to the address listed below.
Your assistance in processing this withdrawal promptly would be greatly valued. Should there be any fees eligible for refund, please advise on the procedure for requesting them.
Sincerely,
Michael Chen
Application Number: 2024-WV-789
Current Address: 123 Park Avenue, Apt 4B City, State, ZIP
Phone: +1-555-4567
Email: m.chen@email.com
3. Study Program Cancellation
Subject: Withdrawal Request – Student Visa Application Reference SV2024456
Dear Visa Officer,
This letter requests the withdrawal of my student visa application filed on January 30, 2024, under reference number SV2024456. The study program at Golden State University, which was the foundation of my visa application, has been canceled for the upcoming academic year.
The university notified all prospective students yesterday that due to insufficient enrollment, the Master’s Program in Digital Marketing will not run as planned for the Fall 2024 semester. This development directly affects the purpose of my visa application, as the program acceptance letter and study plan submitted were specifically for this course.
Given these circumstances, proceeding with the visa application would serve no practical purpose. Please process this withdrawal and return my supporting documents to the address provided below. The university has offered enrollment for the following academic year, and a new application will be submitted when appropriate.
Thank you for your understanding and cooperation in this matter.
Best regards,
Emily Watson
Student ID: GSU2024789
Passport Number: UK789101
Address: 45 Oak Street London, SW1 2AB United Kingdom
Phone: +44 20 7123 4567
Email: e.watson@email.com
4. Travel Date Changes
Subject: Tourist Visa Application Withdrawal – Application ID TV20240189
Dear Sir/Madam,
Please withdraw my tourist visa application submitted on February 5, 2024, with Application ID TV20240189. Significant changes to my travel dates have made the current application unsuitable for my revised plans.
Originally, the application covered a planned visit from March 15 to April 30, 2024. However, due to professional commitments that have recently arisen, these dates need to shift to later in the year. The new travel period would fall outside the timeframe specified in my current application.
Rather than request amendments to the existing application, withdrawing it entirely and submitting a fresh application once my new schedule is confirmed seems most appropriate. This approach will ensure all travel dates and supporting documents align properly with my actual travel plans.
Please return any original documents submitted with the application to the address provided below. Information about any refundable fees would also be appreciated.
Kind regards,
David Martinez
Passport Number: SP456789
Address: Calle Principal 123 Madrid 28001 Spain
Contact: +34 91 234 5678
Email: d.martinez@email.com
5. Financial Circumstance Change
Subject: Withdrawal of Business Visa Application – Reference BV2024567
Dear Visa Processing Officer,
This letter formally requests the withdrawal of my business visa application, submitted on January 25, 2024, with reference number BV2024567. Recent changes in financial circumstances require canceling my planned business expansion project.
The investment project outlined in my application depended on a partnership agreement that has fallen through unexpectedly. This development significantly impacts the financial documentation submitted with my application, making it no longer reflective of the current situation. A revised business plan would need to be developed before any future visa applications.
Please process this withdrawal request and return the original documentation submitted. Understanding the thoroughness of your verification process, please halt any ongoing checks related to this application.
Your assistance in handling this matter discreetly would be appreciated.
Respectfully,
Robert Kim
Business Registration: BRN78901
Passport Number: KR234567
Address: 789 Business District Seoul 04532 South Korea
Phone: +82 2 3456 7890
Email: r.kim@email.com
6. Medical Condition Development
Subject: Urgent Withdrawal Request – Medical Treatment Visa MT2024234
Dear Visa Department,
This letter requests immediate withdrawal of my medical treatment visa application submitted on February 10, 2024, reference number MT2024234. A change in my medical condition requires pursuing treatment locally instead of traveling abroad as originally planned.
My treating physician has advised against long-distance travel at this time due to complications that have developed since submitting the visa application. The medical documentation included in my application no longer reflects my current health status or treatment requirements.
Given the urgent nature of my medical needs, proceeding with the original plan for overseas treatment is no longer feasible or medically advisable. Please withdraw my application and return all medical certificates and supporting documents as soon as possible.
Thank you for your prompt attention to this matter.
Sincerely,
Patricia Lagos
Medical Reference: MRN45678
Passport Number: BR567890
Address: Rua das Flores 456 São Paulo, SP Brazil
Phone: +55 11 3456 7890
Email: p.lagos@email.com
7. Sponsorship Withdrawal
Subject: Withdrawal of Sponsored Visa Application – File Number SP2024890
Dear Visa Officer,
This letter serves to withdraw my sponsored visa application submitted on January 20, 2024, under file number SP2024890. My sponsor has recently informed me of their inability to continue supporting my visa application due to unexpected financial constraints.
The sponsorship declaration and financial guarantees submitted with my application are no longer valid. My sponsor has formally withdrawn their support documentation, making it necessary to cancel this visa application. This change fundamentally affects the basis on which the application was made.
Please process this withdrawal and return all original documents to the address listed below. Should you require any additional information or documentation to process this withdrawal, please contact me using the details provided.
Thank you for your understanding in this matter.
Best regards,
Ahmed Hassan
Application Reference: SPV78901
Passport Number: EG123456
Address: 123 Pyramid Street Cairo 11511 Egypt
Phone: +20 2 3456 7890
Email: a.hassan@email.com
8. Program Deferral
Subject: Withdrawal Request – Exchange Program Visa EX2024567
Dear Sir/Madam,
Please accept this letter as a formal request to withdraw my exchange program visa application, submitted on February 3, 2024, with reference number EX2024567. The host institution has approved my request to defer participation in the exchange program to the next academic year.
The original application was based on program dates from September 2024 to June 2025. However, personal circumstances have led to requesting and receiving approval for deferral to the 2025-2026 academic year. This change invalidates the current visa application timeframe and supporting documentation.
A new application with updated program dates and documentation will be submitted closer to the deferred program start date. Please withdraw the current application and return all submitted documents to facilitate this process.
Your assistance in this matter is greatly appreciated.
Regards,
Maria Garcia
Student ID: XP789012
Passport Number: MX345678
Address: Avenida Principal 789 Mexico City 06500 Mexico
Phone: +52 55 3456 7890
Email: m.garcia@email.com
9. Employment Offer Rescinded
Subject: Withdrawal of Skilled Worker Visa Application – Reference SW2024123
Dear Visa Processing Department,
This letter requests the withdrawal of my skilled worker visa application submitted on January 28, 2024, reference number SW2024123. The job offer that formed the basis of this application has been rescinded by the employer due to organizational restructuring.
The company has officially withdrawn the employment contract and sponsorship certificate submitted with my application. This fundamental change invalidates the primary supporting documentation and purpose of my visa application. Continuing with the current application would no longer serve any practical purpose.
Please process this withdrawal request and return all original documents submitted. Any guidance regarding the refund process for applicable fees would be appreciated.
Thank you for your attention to this matter.
Sincerely,
James Wilson
Job Reference: JO456789
Passport Number: CA789012
Address: 456 Maple Drive Toronto, ON M5V 2T6 Canada
Phone: +1 416 234 5678
Email: j.wilson@email.com
10. Accommodation Loss
Subject: Tourist Visa Application Withdrawal – Reference TV2024345
Dear Visa Officer,
This letter requests withdrawal of my tourist visa application submitted on February 7, 2024, reference number TV2024345. The confirmed accommodation arrangements included in my application have fallen through unexpectedly.
The property owner has canceled my booking due to emergency renovation requirements, and finding suitable alternative accommodation within my planned travel dates and budget has proved unsuccessful. This change invalidates the accommodation confirmation documents submitted with my application.
Rather than submit incomplete or incorrect information about my stay, withdrawing the current application seems most appropriate. A new application will be submitted once alternative accommodation arrangements are secured.
Please process this withdrawal and return my supporting documents.
Kind regards,
Anna Kowalski
Booking Reference: BK234567
Passport Number: PL567890
Address: ul. Główna 789 Warsaw 00-001 Poland
Phone: +48 22 345 6789
Email: a.kowalski@email.com
11. Changes in Purpose of Visit
Subject: Withdrawal Request – Business Visa Application BV2024678
Dear Sir/Madam,
This letter serves to withdraw my business visa application submitted on January 22, 2024, with reference number BV2024678. The purpose of my intended visit has changed substantially from what was stated in the original application.
The business conference that was the primary reason for my visit has shifted to a virtual format, eliminating the need for physical attendance. This change significantly alters the supporting documentation and travel intentions outlined in my application.
As the current application no longer accurately represents the purpose of any potential visit, withdrawing it is the most appropriate action. Please process this withdrawal request and return all submitted documents to the address provided below.
Thank you for your assistance in this matter.
Best regards,
Lisa Anderson
Conference Registration: CR891234
Passport Number: AU234567
Address: 789 Beach Road Sydney, NSW 2000 Australia
Phone: +61 2 3456 7890
Email: l.anderson@email.com
12. Multiple Entry Requirements Change
Subject: Withdrawal of Multiple Entry Visa Application – Reference ME2024567
Dear Visa Processing Officer,
Please withdraw my multiple entry visa application submitted on February 4, 2024, reference number ME2024567. My travel requirements have changed significantly, making a multiple entry visa unnecessary at this time.
Originally, my business commitments required regular travel over a six-month period. However, recent project changes mean most meetings will now be conducted virtually, with only one possible short visit required. The supporting documentation submitted for multiple entries no longer reflects these revised travel needs.
Please process this withdrawal so a more appropriate single-entry visa application can be submitted when needed. Return of all original documents would be appreciated.
Thank you for your understanding.
Regards,
Thomas Schmidt
Business ID: BI456789
Passport Number: DE789012
Address: Hauptstraße 123 Berlin 10115 Germany
Phone: +49 30 234 5678
Email: t.schmidt@email.com
13. Insurance Coverage Changes
Subject: Withdrawal Request – Tourist Visa Application TV2024901
Dear Visa Department,
This letter requests withdrawal of my tourist visa application submitted on January 31, 2024, reference number TV2024901. My travel insurance provider has significantly modified their coverage terms, affecting the insurance documentation submitted with my application.
The new insurance terms no longer meet the minimum coverage requirements specified in the visa application guidelines. While alternative insurance options are being explored, the current application contains documentation that no longer accurately represents my insurance coverage.
Please withdraw this application and return all supporting documents. A new application will be submitted once appropriate insurance coverage is secured.
Thank you for your cooperation.
Sincerely,
Sofia Popov
Insurance Policy: IP345678
Passport Number: RU456789
Address: Nevsky Prospect 456 St. Petersburg 191186 Russia
Phone: +7 812 234 5678
Email: s.popov@email.com
14. Family Reunion Cancellation
Subject: Family Visa Application Withdrawal – Reference FV2024234
Dear Visa Officer,
This letter formally requests withdrawal of my family visa application submitted on February 2, 2024, reference number FV2024234. The family reunion event that was the primary purpose of my visit has been canceled due to unforeseen circumstances.
The supporting documentation submitted, including the invitation letter and event details, no longer reflects current plans as the family gathering has been postponed indefinitely. This fundamental change affects the core purpose and timing of my intended visit.
Please process this withdrawal request and return all original documents submitted with the application. Information about any refundable fees would be appreciated.
Thank you for your attention to this matter.
Best regards,
Yuki Tanaka
Event Reference: ER789012
Passport Number: JP234567
Address: 1-2-3 Sakura Street Tokyo 150-0001 Japan
Phone: +81 3 3456 7890
Email: y.tanaka@email.com
15. Transit Requirements Change
Subject: Withdrawal of Transit Visa Application – Reference TR2024567
Dear Sir/Madam,
Please withdraw my transit visa application submitted on February 8, 2024, reference number TR2024567. My travel itinerary has changed, eliminating the need for transit through your country.
The original flight bookings included a 12-hour layover requiring a transit visa. However, my airline has modified their route, providing a direct flight to my final destination. This change removes the need for the transit visa entirely.
Please process this withdrawal and return any original documents submitted with the application. Any applicable fee refund information would also be appreciated.
Thank you for your assistance.
Regards,
Carlos Mendoza
Booking Reference: FL123456
Passport Number: CL567890
Address: Avenida Central 789 Santiago Chile
Phone: +56 2 2345 6789
Email: c.mendoza@email.com
Wrap-up: Letters for Visa Application Withdrawals
Each situation needing a visa withdrawal requires clear communication of the changed circumstances. Being direct while maintaining professionalism helps ensure proper processing of your request. The key points stay consistent across all letters. State your request clearly, provide all relevant reference numbers, and explain your specific situation thoroughly. Add contact details and reference numbers prominently to help officials process your request quickly.
A properly formatted withdrawal letter shows respect for the visa officers’ time while protecting your interests for future applications. Keep copies of all correspondence and withdrawal confirmations for your records. Following up after a reasonable time ensures your request moves through the system properly.
These letters demonstrate how to handle various withdrawal situations professionally. Adapt the format and content to match your specific case, maintaining clear communication throughout the process. Creating a proper paper trail through well-written withdrawal letters helps maintain positive relationships with embassy officials.