Recruiting template

Rescind Job Offer Letter Template

To rescind a job offer, call the candidate first, then confirm it in writing: say plainly that the offer is withdrawn, give the reason as far as you can, and tell them what happens next. Pick the letter below that matches your situation, fill in your details and copy it.

Updated October 27, 2026

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Candidate name

Job title

Company name

Date of the letter

Date of the offer

When you spoke to them

Date to reply by

Reason, in plain words

Condition not met

Alternative role, if any

Date of the first notice

Background check company

Its address and phone number (toll-free number if it has one)

How to challenge the decision (California only)

Support you are offering

Your name

Your job title

Your email

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Your company and sender details are remembered, so the next template starts with them filled in.

Note

In the US, withdrawing an offer over a background check report triggers FCRA notice steps, and some states allow claims where a candidate resigned relying on the offer; in the UK, withdrawing an accepted offer can be a breach of contract; in India, an accepted offer can bind under the Indian Contract Act, 1872. Check local law; this is not legal advice.

Rescinding an offer after a hiring freeze

When to use it: The candidate has accepted, and a budget cut or hiring freeze means the role can no longer go ahead.

[Company name] [Date of the letter] Dear [Candidate name], Withdrawal of our offer: [Job title] Thank you for taking my call [When you spoke to them]. I am writing to confirm what we discussed: we are withdrawing the offer of the [Job title] role that we made on [Date of the offer]. This decision has nothing to do with you or your application. The reason is that [Reason, in plain words]. We know this comes after you accepted our offer, and I am sorry for the disruption it causes. To help, we will [Support you are offering]. Please send me the details and I will arrange it. If the role is approved again, we would like to contact you first, if you are happy for us to keep your details on file for that. If you have any questions, email me at [Your email]. Yours sincerely, [Your name] [Your job title], [Company name]

Rescinding an offer because the role has changed

When to use it: The role has been cut or redesigned since the offer, and you have a different role you can offer instead.

[Company name] [Date of the letter] Dear [Candidate name], Your offer for the [Job title] role Thank you for speaking with me [When you spoke to them]. As I explained, we have to withdraw the offer of the [Job title] role that we made on [Date of the offer], because [Reason, in plain words]. I am sorry to bring you this news after you accepted. Your interviews went well, and we would still like you to join [Company name]. We would like to offer you the role of [Alternative role, if any] instead. I have attached the details of that role. If you would like to talk it over with the hiring manager before you decide, I will set up a call this week. If the new role is not right for you, we understand. In that case, we will [Support you are offering]. Please let me know how you would like to proceed by replying to [Your email]. Yours sincerely, [Your name] [Your job title], [Company name]

Withdrawing a conditional offer when a condition is not met

When to use it: The offer depended on checks you ran yourselves, such as references, qualifications or (in the UK) a right-to-work check, and one was not met. If a US screening company supplied the information, use the US background check version instead.

[Company name] [Date of the letter] Dear [Candidate name], Your conditional offer: [Job title] On [Date of the offer] we made you a conditional offer for the [Job title] role. As set out in that letter, the offer depended on [Condition not met]. We have not been able to confirm this condition, so we intend to withdraw the offer, as I explained when we spoke [When you spoke to them]. If you think we have made a mistake, or you have information we have not seen, please send it to me at [Your email] by [Date to reply by]. We will review anything you send before we make a final decision, and we will confirm that decision in writing. Thank you for the time you gave to our process. I am sorry this is not the outcome either of us hoped for. Yours sincerely, [Your name] [Your job title], [Company name]

Final notice after a US background check

When to use it: In the US, after you have already sent the pre-adverse action notice with a copy of the report and the summary of rights, and given the candidate time to respond. If the issue is conviction history and the job is in California, the Fair Chance Act also requires the final decision to tell the candidate about any procedure to challenge it and their right to file a complaint with the Civil Rights Department.

[Company name] [Date of the letter] Dear [Candidate name], Final decision on your conditional offer: [Job title] On [Date of the first notice] we wrote to tell you that we were considering withdrawing your conditional offer for the [Job title] role because of information in your background check report. With that letter we sent a copy of the report and "A Summary of Your Rights Under the Fair Credit Reporting Act". We have now reviewed the report again, together with anything you sent us since then, and have decided to withdraw the offer. The report was supplied by: [Background check company] [Its address and phone number (toll-free number if it has one)] [Background check company] did not make this decision and cannot tell you the specific reasons for it. You have the right to dispute the accuracy or completeness of any information in the report directly with [Background check company]. You also have the right to an additional free copy of your report from [Background check company] if you ask for it within 60 days. [California, conviction history only] If you want to challenge this decision, you can [How to challenge the decision (California only)]. You also have the right to file a complaint with the California Civil Rights Department (calcivilrights.ca.gov). If you have any questions about this letter, email me at [Your email]. Yours sincerely, [Your name] [Your job title], [Company name]

Withdrawing an offer before it is accepted

When to use it: You made a verbal or written offer, the candidate has not accepted it yet, and plans have changed.

SubjectUpdate on the [Job title] offer at [Company name]

Hi [Candidate name], Thank you for talking to me [When you spoke to them]. As I mentioned, I'm writing to confirm that we are withdrawing the offer for the [Job title] role that we sent on [Date of the offer], before it has been accepted. The reason is that [Reason, in plain words]. It has nothing to do with your interviews, which went well. I'm sorry to change course while you were still deciding. Please don't make any plans based on the offer, such as handing in your notice. If the role opens again, I'd like to get in touch. If you'd prefer I didn't, just reply and let me know. Best wishes, [Your name] [Your job title], [Company name]

Rescinding job offer email

When to use it: The short email you send straight after the phone call, with the hiring-freeze or changed-role letter attached.

SubjectYour offer for the [Job title] role at [Company name]

Hi [Candidate name], Thank you for taking my call [When you spoke to them]. I know it was difficult news. As promised, I've attached a letter confirming that we have withdrawn the offer for the [Job title] role, and why. It also sets out the support we are offering. If you have questions once you've read it, reply to this email or let me know a good time to talk. If it would help, I can tell other employers you reached the offer stage with us. I'm sorry again. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

1Before you write anything, check whether the offer was accepted, whether it was conditional, and what the offer letter said. Ask an employment lawyer or HR adviser if the candidate has already resigned or moved.
2Call the candidate first. They should hear it from a person, with the chance to ask questions, before a letter arrives.
3Pick the version that matches the reason: a freeze, a changed role, a condition not met, a US background check or an offer not yet accepted.
4Give the real reason in plain words. If you cannot share it, say the decision is not about their performance in the process, if that is true.
5Offer what you can: a different role, help with costs they have already paid, or first contact if the role reopens. Put it in the letter so it is on record.
6Keep a copy of the letter, the call notes and the documents the decision rests on.

Mistakes to avoid

Sending the letter or email without calling first, so the candidate learns the news from their inbox.
Waiting to tell them. Every day of delay is a day they may spend resigning, moving or turning down other offers.
Giving a vague reason, or a reason that is not the real one. If the decision is later challenged, a reason that changes looks worse than a hard one stated once.
Withdrawing an offer over a US background check without first sending the pre-adverse action notice and giving the candidate time to respond.
Promising support on the phone that does not appear in the letter, or that nobody has approved.
Copying the candidate into internal email threads about the decision.

Questions

How do you rescind a job offer?

Check the offer letter and the law where you hire, call the candidate to explain, then send a letter that says the offer is withdrawn, gives the reason, sets out any support you are offering and names someone to contact. Do it as soon as the decision is made.

Can an employer rescind a job offer after it has been accepted?

It depends on where you hire. In the US most offers are for at-will jobs, but courts in some states have allowed claims where a candidate resigned or moved relying on the offer. In the UK and India an accepted offer can form a contract, so withdrawing it may be a breach. Take advice before you act.

What should a rescind job offer letter say?

The job, the date of the original offer, a clear statement that the offer is withdrawn, the reason, any support or alternative role you are offering, and who to contact with questions. For a US background check, it must also include the notices the FCRA requires.

Do I have to give a reason for rescinding an offer?

It depends on where you hire and why. In the US, a decision based on a background check report needs the FCRA notices, and in California a decision based on conviction history needs a written preliminary decision and a written final decision under the Fair Chance Act. Even where nothing is required, candidates take the news better when they know why, and a clear, consistent reason is easier to stand behind if the decision is questioned. Never let a protected characteristic, such as pregnancy, disability or age, play any part in the decision.

Can you rescind a job offer after a background check?

In the US, if the decision is based on a report from a background check company, the FCRA requires a pre-adverse action notice with a copy of the report and the summary of rights first, then a final notice. In California, the Fair Chance Act adds an individualised assessment and at least five business days for the candidate to respond when the issue is conviction history.

Should we compensate a candidate when we rescind an offer?

Whether you owe anything depends on local law and the offer terms. You can choose to cover costs the candidate has already paid because of the offer, or make a payment. Agree any amount with HR or your lawyer before you put it in writing.

Is there a difference between rescinding, revoking and withdrawing a job offer?

In everyday use they mean the same thing: the employer takes back an offer it made. Legally, what matters is whether the offer had been accepted and what conditions it carried.

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