Offer of employment withdrawal letter template
Our Offer of Employment Withdrawal Letter Template formally and respectfully notifies a candidate that their job offer is being withdrawn, maintaining professionalism and clarity in communication.
- 1 page / 228 words.
- Last updated 05/05/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Offer of employment withdrawal letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Offer of employment withdrawal
I would like to express my gratitude for the time and effort you invested in the interview process for the [Job Position] at [Your Company Name]. Your qualifications and experience were impressive, and we were genuinely excited about the prospect of you joining our team.
However, as we discussed [via phone | in person] on [date], we regret to inform you that we must retract the offer
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An Offer of Employment Withdrawal Letter is a formal document used by employers to retract a previously extended job offer, with variations in the process depending on whether the candidate has accepted the offer or not.
When an accepted offer is withdrawn, this letter informs the candidate of the withdrawal, provides clear reasons for the decision, and outlines any relevant terms and conditions. It aims to maintain professionalism and transparency throughout the process, minimising legal risks and ensuring that both parties understand the situation.
In the case where the candidate has not yet accepted the offer, this letter serves as a polite and professional means to formally withdraw the offer. It emphasises that the offer was not accepted and provides reasons for the withdrawal, ensuring that the candidate is aware of the change in circumstances. By clearly communicating the withdrawal, it allows the employer to manage staffing needs effectively, protect the company's interests, and maintain its reputation in the job market.
In both scenarios, the Offer of Employment Withdrawal Letter plays a crucial role in fostering clear and respectful communication, whether addressing an accepted offer or retracting an offer that remains unaccepted.
It is usually delivered to the Candidate by the Employer / HR.
It should be actioned as soon as possible after a decision is made, so that the withdrawee can make alternative arrangements.
Compliance
Compliance
This Offer of employment withdrawal letter template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides the legal framework for the employer's right to withdraw an offer of employment before it is accepted, ensuring fair treatment of prospective employees.
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Equality Act 2010: Ensures that any withdrawal of an offer is done without discrimination based on protected characteristics, promoting equal opportunities for all candidates.
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Data Protection Act 2018 (incorporating GDPR): Mandates the handling of personal data during the offer withdrawal process in compliance with data protection principles.
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Unfair Contract Terms Act 1977: Ensures that the terms of the job offer and any withdrawal are fair and reasonable, protecting candidates from unfair contractual terms.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Offer of employment withdrawal letter template, to understand the workflow.
Managers guide to withdrawing a job offer
Our Guide to Withdrawing a Job Offer in the UK offers detailed instructions and legal considerations for employers when they need to retract a job offer, ensuring compliance and fairness in the process.
Timings
Timings
Follow these best practice actions to get the most from the Offer of employment withdrawal letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify the reason for withdrawing the job offer (e.g. failed pre-employment checks, change in business needs). | Hiring Manager / HR | As soon as issue arises |
| 2 | Review the legal and contractual position to confirm that withdrawal is appropriate and risk-managed. | HR / Legal | Within 1–2 working days |
| 3 | Draft the Offer of Employment Withdrawal Letter clearly outlining the reason for withdrawal, respectfully and professionally. | HR | Immediately after decision to withdraw |
| 4 | Send the withdrawal letter to the candidate using appropriate communication method (email or post) and document the action taken. | HR | Same day as letter preparation |
| 5 | Log the withdrawal, update recruitment records, and notify internal stakeholders (e.g. payroll, IT, hiring manager). | HR | Within 1–2 working days of sending letter |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Offer of employment withdrawal letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
