This email template is designed for HR professionals tasked with notifying candidates of a rescinded job offer. It is important to communicate this news promptly and professionally to minimize disruption for the candidate and maintain your company’s reputation.
Template Email
Email subject line: Rescinding Job Offer for [Position] at [Company Name]
Dear [Candidate/Applicant],
I hope this message finds you well. I regret to inform you that we must withdraw the job offer we extended to you for the [Position] at [Company Name]. Please understand that this decision was not made lightly, and we sincerely apologize for any inconvenience or disappointment this may cause.
The reason for this decision is [explain the reason, such as changes in our hiring strategy, budgetary constraints, or the discovery of information that affected the candidate’s eligibility]. We value the time and effort you dedicated to the interview process and appreciate your interest in our team.
Should you have any questions or need further clarification, please feel free to reach out to me directly at [Your Contact Information]. We wish you all the best in your future endeavors and hope you find a role that aligns with your skills and aspirations.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Your Contact Information]
Why does it matter?
Rescinding a job offer can have significant implications for both the employer and the candidate. Effective communication about the withdrawal is crucial to uphold your organization’s reputation. It reflects professionalism and respect for the candidate’s time and efforts during the hiring process. Clear communication helps mitigate any potential negative impact on the candidate’s perception of the company and can preserve the relationship for future opportunities.
When to send?
As soon as the decision to rescind the job offer is made, it is essential to send this email immediately. Delaying communication can lead to confusion and frustration for the candidate, especially if they have already made arrangements based on your offer. Prompt notification ensures that the candidate can pursue other opportunities without delay and shows respect for their situation.
What to include?
- A clear statement indicating that the job offer is being withdrawn.
- A brief explanation for the decision, providing context without divulging sensitive details.
- Any pertinent information the candidate may need, such as a point of contact for questions.
- A professional closing that expresses goodwill for their future endeavors.
Best Practices
- Be empathetic and considerate in your tone to soften the impact of the news.
- Keep the message concise but informative, avoiding unnecessary details.
- Use a personal touch by addressing the candidate by name and including your contact information.
- Ensure that the email is sent from a recognizable company email address to maintain professionalism.
Common Mistakes to Avoid
- Delaying the notification, which can create confusion for the candidate.
- Being vague or overly formal, which can come across as insincere.
- Failing to provide a contact point for further questions, leaving candidates feeling unsupported.
- Not offering a brief explanation, which may leave candidates wondering about the rationale behind the decision.
