Not Joining After Accepting Offer
Dear [Employer's Name],
I hope this email finds you well. I am writing to inform you with regret that I will not be able to join [Company Name] as [Position], as previously accepted. After careful consideration and evaluating my current circumstances, I have come to the difficult decision that it is not feasible for me to proceed with the employment at this time.
I sincerely apologize for any inconvenience this may cause, and I want to express my deepest gratitude for the opportunity extended to me. I am truly honored to have been selected for the position, and I deeply regret any disruption this may cause to your plans.
I understand the importance of finding a suitable replacement quickly, and I would be more than willing to assist in any way I can to ensure a smooth transition. If you would like, I can provide recommendations for potential candidates or participate in the interview process. Please let me know how I can be of assistance.
Additionally, I will promptly return any company property that was provided to me during the hiring process. Kindly let me know the best way to coordinate the return.
Once again, I apologize for any inconvenience caused, and I genuinely appreciate your understanding. I hope that our paths may cross again in the future under different circumstances. Thank you for your time and consideration.
Sincerely,
[Your Name]
Feel free to modify this template according to your specific situation and the nature of your interaction with the employer. It's important to maintain a professional and respectful tone throughout the letter.
Professional Email for Not Joining After Accepting Offer
Subject: Withdrawal from Accepted Job Offer
Dear [Hiring Manager's Name],
I hope you are doing well. I am writing to inform you that, after careful consideration, I will not be able to join [Company Name] despite having previously accepted the offer for the [Position Name].
This decision was not easy, but due to unforeseen personal circumstances, I must withdraw. I sincerely apologize for any inconvenience this may cause and greatly appreciate the opportunity you offered me.
Thank you for your understanding and support.
Best regards,
[Your Name]
Heartfelt Letter Declining Job After Acceptance
Subject: Regretfully Declining Job Offer
Dear [Hiring Manager's Name],
I hope this message finds you well. It is with sincere regret that I must inform you I will not be able to join [Company Name] in the [Position Name] role, despite previously accepting the offer.
This was a very difficult decision, but after much consideration, I have determined that my current personal and professional circumstances prevent me from committing fully. I deeply apologize for any inconvenience caused and hope to maintain a positive relationship moving forward.
Thank you again for your confidence in me.
Warm regards,
[Your Name]
Quick and Simple Email for Not Joining
Subject: Withdrawal from Job Offer
Hi [Hiring Manager's Name],
I wanted to let you know that I will not be joining [Company Name] for the [Position Name]. I apologize for the late notice and any inconvenience this may cause.
Thank you for the opportunity and understanding.
Best,
[Your Name]
Formal Letter to HR About Not Joining
Subject: Withdrawal from Employment Offer
Dear Human Resources Team,
I am writing to formally withdraw my acceptance of the employment offer for the position of [Position Name] at [Company Name]. Due to unforeseen personal commitments, I am unable to commence employment as planned.
I apologize for any inconvenience this may cause and thank you for the opportunity and understanding.
Sincerely,
[Your Name]
Informal Message for Not Joining After Offer
Subject: Change in Plans
Hi [Hiring Manager's Name],
I hope all is well. I wanted to let you know that I won’t be able to join [Company Name] as planned. Something unexpected came up, and I must withdraw from the position.
I truly appreciate the offer and hope this does not cause too much trouble.
Best,
[Your Name]
Sad and Heartfelt Email for Not Joining After Acceptance
Subject: Withdrawal from Job Acceptance
Dear [Hiring Manager's Name],
It is with a heavy heart that I must withdraw my acceptance of the [Position Name] at [Company Name]. Recent personal circumstances prevent me from committing to the role at this time.
I sincerely apologize for any inconvenience this may cause and truly appreciate the opportunity and the confidence you placed in me.
Thank you for your understanding.
Kind regards,
[Your Name]
What / Why is a "Not Joining After Accepting Offer" Letter
This letter is written when an individual has previously accepted a job offer but can no longer join the organization.
Its purpose is to formally notify the employer, maintain professionalism, and minimize inconvenience.
It helps preserve relationships and demonstrates integrity and accountability despite the withdrawal.
Who should send a "Not Joining After Accepting Offer" Letter
- Candidates who have accepted an offer but face personal or professional circumstances preventing them from joining.
- Individuals wanting to maintain professional relationships while withdrawing.
- Anyone needing to communicate regret formally or informally to an organization.
Whom should this letter be addressed to
- Hiring Manager or Recruiter who extended the job offer.
- Human Resources department for formal record-keeping.
- Direct supervisor if already assigned.
- Company leadership if necessary for executive-level roles.
When to write a "Not Joining After Accepting Offer" Letter
- Immediately after deciding not to join, even if the start date is approaching.
- Before any formal onboarding or training processes begin.
- If personal, professional, or unforeseen circumstances arise that prevent joining.
- To maintain courtesy and professionalism after accepting an offer.
How to write a "Not Joining After Accepting Offer" Letter
- Decide on the mode: email for quick communication, letter for formal record.
- Use a clear subject line: "Withdrawal from Job Offer" or similar.
- Start with a polite greeting.
- State clearly that you will not be joining, mentioning the position.
- Provide a brief reason if appropriate, but keep it professional.
- Apologize for any inconvenience.
- Express gratitude for the offer and opportunity.
- Close respectfully and sign off.
Requirements and Prerequisites Before Writing
- Confirm the decision to not join is final.
- Check any contractual obligations or deadlines associated with offer acceptance.
- Prepare a professional explanation that is brief and non-controversial.
- Have the recipient's correct contact information ready.
- Be ready to send promptly to avoid inconveniencing the employer.
Formatting Guidelines for a "Not Joining After Accepting Offer" Letter
- Length: 3–5 paragraphs for emails, 1 page max for formal letters.
- Tone: professional, polite, respectful, or heartfelt depending on context.
- Wording: clear, concise, and apologetic without overexplaining.
- Style: formal for HR or leadership, casual or informal for small teams.
- Mode: email is most common; printed letters for formal HR documentation.
- Etiquette: send as soon as decision is made, avoid unnecessary delay.
Tricks and Tips for Writing This Letter
- Keep the message concise and avoid unnecessary details.
- Use a positive tone to maintain professional relationships.
- Offer appreciation for the opportunity.
- Avoid blaming the company or team; focus on personal circumstances.
- Send promptly to give the employer time to adjust plans.
Common Mistakes to Avoid
- Delaying communication until the last minute.
- Providing overly detailed or personal reasons.
- Using a negative or critical tone.
- Forgetting to thank the employer for the opportunity.
- Being ambiguous about the decision to not join.
After Sending / Follow-up
- Confirm receipt of your email or letter if necessary.
- Respond politely to any follow-up queries from HR or management.
- Avoid reopening the discussion unless essential.
- Maintain professional connections for future opportunities.
Pros and Cons of Sending This Letter
Pros:
- Maintains professional integrity.
- Prevents misunderstandings with HR or management.
- Preserves future networking opportunities.
Cons:
- May cause temporary inconvenience to the employer.
- Could slightly affect immediate reputation if not worded properly.
- May close the door to that specific position in the future.
