Offer of employment withdrawal letter template
Supporting information
Employment law compliance
Documentation sequence
Process timescales
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of Employment Withdrawal Letter Template formally and respectfully notifies a candidate that their job offer is being withdrawn, maintaining professionalism and clarity in communication.
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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What is this for?
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When an accepted offer is withdrawn, this letter informs the candidate of the withdrawal, provides clear reasons for the decision, and outlines any relevant terms and conditions.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.
Employment law compliance
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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.
Documentation sequence
Offer of employment letter template
Our offer of employment letter template ensures clear communication of job offers, outlining terms and expectations for new hires, streamlining the hiring process.
Process timescales
Best practice for using the Offer of employment withdrawal letter template, including key actions 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 |
