Email template · Offers
Rescind job offer email
In short
A rescind job offer email formally withdraws an offer a candidate has received or accepted. It states the decision, gives a short factual reason where appropriate, and explains any next steps. Below are four templates: position eliminated, failed contingency, no response by the deadline, and a final withdrawal after a background check that follows the FCRA adverse action process.
When to send it: Send only after the decision is final and HR or counsel has reviewed it, and call the candidate first wherever possible. For background check withdrawals, send only after the pre-adverse action notice and waiting period.
Rescind job offer email: 4 versions
Position eliminated or frozen
SubjectAn update on your [Job Title] offer
Hi [First Name], Thank you for taking my call today. As we discussed, I'm very sorry to confirm that [Company] is withdrawing the offer for the [Job Title] position dated [Offer Date]. This decision has nothing to do with you or your qualifications. [The role has been eliminated as part of a budget change / The requisition has been put on hold due to a hiring freeze.] I know this is difficult news, particularly if you had made plans around the start date. [If applicable: As a gesture of good faith, we'll provide [Support Offered, e.g. a payment of [Amount] / reimbursement of documented relocation costs], and I'll follow up separately with details.] If the position reopens or a similar role becomes available, I'd like to contact you first, with your permission. Please call me at [Phone Number] with any questions. Sincerely, [Your Name] [Title], [Company]
Contingency not met
SubjectYour [Job Title] offer
Dear [First Name], Your offer for the position of [Job Title], dated [Offer Date], was contingent on [Contingency, e.g. verification of the [License / Certification] required for the role / receipt of documents showing eligibility to work in the United States by [Deadline]]. As of [Date], this condition has not been met [briefly state fact, e.g. we have not been able to verify an active [License Type]]. As a result, we are withdrawing the offer, effective today. If you believe this information is incorrect, please contact me at [Phone Number] or [Email] by [Response Date] and we will review it. Thank you for your interest in [Company]. Sincerely, [Your Name] [Title], [Company]
No response by the deadline
SubjectYour [Job Title] offer has expired
Hi [First Name], We sent your offer for [Job Title] on [Offer Date] with a response deadline of [Offer Deadline]. Since we haven't heard back, the offer has now expired and we've moved forward with the [Start Date / Class Start Date] start. I hope everything is OK on your end. If you're still interested in working with us, you're welcome to apply again at [Careers Page Link] or reply to this email. Best, [Your Name] [Title], [Company]
Final decision after background check
SubjectFinal decision regarding your [Job Title] offer
Dear [First Name], On [Pre-Adverse Action Date], we sent you a copy of your background check report, a summary of your rights under the Fair Credit Reporting Act, and notice that we were considering withdrawing your offer. [We have not received a response / We reviewed the information you provided on [Date].] After careful consideration, we have decided to withdraw the offer for the [Job Title] position. This decision was based in whole or in part on information in the report. The report was provided by: [Consumer Reporting Agency Name] [Address] [Toll-free Phone Number] [Website] The consumer reporting agency did not make this decision and cannot explain why it was made. You have the right to obtain a free copy of your report from the agency if you request it within 60 days, and the right to dispute the accuracy or completeness of any information in the report directly with the agency. [State or local fair chance notice language, if required.] Sincerely, [Your Name] [Title], [Company]
Subject line ideas
- An update on your [Job Title] offer
- Important update about your offer
- Your [Job Title] offer
- Final decision regarding your [Job Title] offer
- Your [Job Title] offer has expired
- Following up on our call today
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. I've sent you an important email about your [Job Title] offer and tried to reach you by phone. Please call me at [Phone Number] when you can. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Offer Date], [Offer Deadline], [Start Date], [Contingency], [Pre-Adverse Action Date], [Consumer Reporting Agency Name], [Support Offered], [Careers Page Link], [Your Name], [Title], [Phone Number]
When you can rescind an offer
In US at-will employment, an employer can usually withdraw an offer before the start date. Usually is doing a lot of work in that sentence. Rescinding becomes risky when:
- The reason is discriminatory, or looks that way. Withdrawing after a candidate discloses a pregnancy, a disability, a religious practice or an age-related detail invites a claim under Title VII, the ADA, the ADEA or state law.
- The candidate relied on the offer to their cost: resigned a job, signed a lease, relocated. Many states recognize promissory estoppel claims for these losses.
- The offer letter promised a fixed term or guaranteed employment.
- The reason is a background check result and you skipped the FCRA steps or a local fair chance process.
- There is a union agreement or employment contract that governs offers.
The practical rule: any rescission of an accepted offer goes past HR or employment counsel before the candidate hears about it. Requirements vary by state and city, so the review needs to cover where the candidate will work.
Background check withdrawals: follow the sequence
If the decision is based even partly on a consumer report, the FCRA requires two steps. First, a pre-adverse action email with a copy of the report and the CFPB's "A Summary of Your Rights Under the Fair Credit Reporting Act." Then, after a reasonable waiting period (five business days is a common practice), the final adverse action email with the agency's details and the candidate's dispute rights. The fourth template above is written for that final step.
Many states and cities add more. Fair chance laws in places such as California, New York City, Illinois and others restrict when you can run a criminal history check (often only after a contingent job offer), require an individualized assessment of the conviction against the job, and set their own notice forms and waiting periods. EEOC guidance also recommends considering the nature of the offense, the time elapsed and the nature of the job rather than applying blanket exclusions.
How to deliver the news
Call first. A candidate who has resigned from their current job deserves to hear this from a person, not an inbox. Keep the call short, say the decision in the first minute, then listen. Afterward, send the email the same day so the decision and any terms are in writing.
In the email, be clear and brief. State that the offer is withdrawn, give the date, and give a factual reason only where it helps the candidate and has been approved: a frozen requisition, an unverified license. Do not speculate, over-explain or apologize in a way that admits fault ("we made a mistake in offering you this role"). For the formal version on letterhead, use our offer withdrawal letter template alongside the email.
Reducing the harm when it's your fault
When an offer is pulled for business reasons, such as a budget cut, a reorganization or a frozen req, the candidate did nothing wrong and may have already quit a job. Experienced HR teams consider a goodwill payment (often a few weeks of the offered salary), reimbursing documented relocation costs, offering the next suitable opening, or holding the start date if the freeze may lift soon. A payment may come with a release; counsel should draft that.
The better fix is upstream. Don't extend offers on requisitions that aren't fully approved, and don't let a hiring manager make a verbal offer before the job offer is approved. Most rescinded offers for business reasons trace back to one of those two gaps.
Mistakes to avoid
- Rescinding by text or voicemail for an accepted offer.
- Giving several different reasons to the candidate, the manager and the file. Agree the reason once and document it.
- Skipping the pre-adverse action notice when a background report played any part.
- Withdrawing for a missed deadline without checking whether the offer email bounced or went to spam.
- Leaving systems untouched. Cancel onboarding tasks, IT accounts and equipment orders, and stop automated welcome emails before the candidate receives one.
Frequently asked questions
How do you write an email to rescind a job offer?
Call the candidate first, then email the same day. State clearly that the offer is withdrawn and the effective date, give a short factual reason if approved, explain any support or next steps, and give a contact for questions.
Can an employer legally revoke a job offer?
In most US states employment is at will, so an offer can usually be withdrawn. It is risky if the reason is discriminatory, if the candidate relied on the offer to their cost, or if background check rules were not followed. Rules vary by state, so get legal review.
How do you withdraw an offer after a background check?
Follow the FCRA: send a pre-adverse action notice with the report and summary of rights, wait a reasonable period, then send a final adverse action notice. Also follow any state or local fair chance law steps.
Should the offer withdrawal letter give a reason?
Give a short, factual reason when it is neutral and approved, such as a cancelled position. For background check withdrawals, the adverse action notice must state the decision was based on the report. Avoid speculation or extra detail.
Do you have to compensate a candidate if you rescind an offer?
There is generally no automatic legal requirement, but candidates who resigned or relocated may have claims in some states. Many employers offer a goodwill payment or relocation reimbursement, often with a release drafted by counsel.
Can I revoke an offer by email?
Email is acceptable as the written record, but for an accepted offer, call first. Never let the email be the first time the candidate hears the news.