Offer of employment withdrawal letter template
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The purpose of this letter
🔒 Legislation / best practice met by it
🔒 The letter template
The process sequence it appears in
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of Employment Withdrawal Letter Template formally and respectfully notifies a candidate that their job offer is being withdrawn, maintaining professionalism and clarity in communication.
5 mins
What is an Offer of employment withdrawal letter?
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When an accepted offer is withdrawn, this letter informs the candidate of the withdrawal, provides clear reasons for the decision, and outlines any relevant terms and conditions.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.
As soon as possible after a decision is made, so that the withdrawee can make alternative arrangements
The Employer (you) to the Candidate
Great Britain & NI (United Kingdom), Worldwide
What legislation or best practices underpin this template / should I be aware of?
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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.
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Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
Offer of employment withdrawal [Delete this line]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Offer of employment withdrawal
I trust this letter finds you in good health. We would like to express our 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 of employment extended to you on [Offer Date]. The reason for this decision is [insert details here, such as unforseen company circumstances / organisation restructure / result of employee vetting / candidate not providing satisfactory references etc.].
We understand the disappointment that this decision will bring. This decision was not taken lightly.
[If candidate has not yet accepted the offer]
As of [Current Date], we noticed that you had not yet formally accepted the offer, and it remained conditional.
[If candidate has accepted the offer]
We will provide you with payment in respect of your [contractual | statutory] notice period].
OR
We are open to discussions regarding compensation to ease this transition.
If you have any questions or require further information regarding this decision, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
We genuinely appreciate your understanding in this matter and wish you every success in your future endeavours. We hope that your career continues to flourish and that our paths may cross again in the future.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
What communication / process sequence is this part of?
Offer of employment letter template
After choosing the right person for the job, after making a verbal offer send them an offer letter for them to formally respond to.
Why buy our Offer of employment withdrawal letter template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
