Rescind Revoke Or Cancel An Offer Letter
[Your Name]
[Your Title/Position]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
[Candidate's Name]
[Address]
[City, State, ZIP Code]
Dear [Candidate's Name],
I hope this letter finds you well. I am writing to inform you of a decision that has been made regarding the offer of employment we extended to you for the position of [Job Title] at [Company Name].
After careful consideration and a thorough review of our hiring needs, we regret to inform you that we have decided to rescind the offer of employment that was made to you on [Date of Offer].
Please understand that this decision was not made lightly, and it is in no way a reflection of your qualifications or abilities. Due to unforeseen changes in our business requirements, we have had to reevaluate our staffing needs, and unfortunately, we are no longer able to move forward with the hiring process for this particular position.
We sincerely apologize for any inconvenience this may have caused you, and we want to express our appreciation for the time and effort you invested in the application and interview process. Your qualifications and experience were highly valued during our selection process, and we encourage you to apply for future opportunities with our company should they align with your career goals.
If you have any questions or would like further feedback regarding our decision, please do not hesitate to reach out to me directly via email or phone.
Once again, we apologize for any disappointment this news may bring and wish you the best in your future endeavors.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title/Position]
[Company Name]
[Contact Information: Email and Phone Number]
Formal Rescind / Revoke / Cancel Offer Letter
Subject: Cancellation of Job Offer
Dear [Candidate Name],
We regret to inform you that the job offer extended to you on [Offer Date] for the position of [Position Name] has been rescinded due to [Reason, e.g., organizational restructuring, budget constraints].
We sincerely apologize for any inconvenience this may cause and appreciate your interest in joining our organization. We encourage you to apply for future openings as appropriate.
Sincerely,
[Your Name]
[Title]
[Company Name]
Quick / Simple Email to Cancel an Offer
Subject: Offer Cancellation Notification
Hi [Candidate Name],
We must unfortunately revoke the job offer for [Position Name] dated [Offer Date] due to unforeseen circumstances. We apologize for any inconvenience and thank you for your understanding.
Best regards,
[Your Name]
[Company Name]
Heartfelt Rescind Offer Letter
Subject: Rescinding Job Offer
Dear [Candidate Name],
It is with regret that we must rescind the job offer for [Position Name] issued on [Offer Date]. This decision was not made lightly and is due to [Reason].
We deeply appreciate the time and effort you invested in the application process and sincerely apologize for any disappointment caused. We wish you every success in your future endeavors.
Warm regards,
[Your Name]
[Title]
[Company Name]
Provisional / Preliminary Cancellation Letter
Subject: Provisional Revocation of Offer
Dear [Candidate Name],
We are contacting you regarding the job offer for [Position Name] dated [Offer Date]. Due to [Reason], we are temporarily rescinding the offer pending final review of internal circumstances.
We will notify you promptly if the offer can be reinstated. Thank you for your patience and understanding.
Sincerely,
[Your Name]
[Title]
[Company Name]
Professional / Serious Offer Cancellation Letter
Subject: Cancellation of Employment Offer
Dear [Candidate Name],
We wish to formally notify you that the employment offer extended to you for the position of [Position Name] on [Offer Date] is being revoked due to [Reason, e.g., changes in project requirements].
Please accept our apologies for this unexpected change, and we appreciate your interest in our organization.
Sincerely,
[Your Name]
[Title]
[Company Name]
What is a Rescind, Revoke, or Cancel Offer Letter and Why It is Needed
A Rescind, Revoke, or Cancel Offer Letter is a formal notification used to withdraw a previously issued offer, typically a job offer or business proposal.
The purpose is to communicate the decision clearly, maintain professional integrity, and prevent misunderstandings.
It serves as a legal and documented acknowledgment of the cancellation of the offer.
Who Should Send a Rescind / Cancel Offer Letter
- Hiring managers or HR representatives
- Company executives or department heads
- Authorized personnel responsible for issuing offers
- Legal or compliance officers in certain cases
Whom Should the Letter Be Addressed To
- Job candidates or prospective employees
- Clients or vendors whose offers are being revoked
- Contractors or partners involved in pending agreements
- Any recipient of the original offer being withdrawn
When to Send a Rescind / Cancel Offer Letter
- Before the candidate or recipient has accepted the offer
- Immediately after internal decision to withdraw the offer
- Due to unforeseen circumstances such as budget changes, restructuring, or error in offer
- When legal or contractual obligations require formal notice
How to Write and Send a Rescind or Cancel Offer Letter
- Begin with a clear subject line indicating the offer is being rescinded.
- Address the recipient respectfully by name.
- Reference the original offer and its date.
- Explain the reason for rescinding the offer clearly and professionally.
- Apologize for any inconvenience caused.
- Maintain a courteous tone to preserve goodwill.
- Include signature, title, and company information.
- Send via email for speed or as a printed letter for formal situations.
Formatting Guidelines for Rescinding an Offer
- Length: Keep the letter concise, typically one page
- Tone: Professional, respectful, and empathetic
- Wording: Clear, direct, and polite; avoid unnecessary details
- Style: Structured with introduction, explanation, and closing
- Mode: Email for quick communication, printed letter for formal legal record
Requirements and Prerequisites Before Sending
- Internal approvals and agreement from management
- Verification of the reason for rescinding the offer
- Review of legal or contractual obligations to avoid liability
- Accurate reference to offer date and terms
Elements and Structure of a Rescind / Cancel Offer Letter
- Subject line indicating cancellation
- Personalized greeting
- Reference to the original offer (date, position, or proposal)
- Explanation of reason for rescinding
- Expression of apology and regret
- Signature, title, and company details
After Sending a Rescind / Cancel Offer Letter
- Confirm receipt by the recipient
- Maintain a copy for company records and compliance
- Respond to any queries or concerns raised by the recipient
- Review internal processes to prevent similar situations in the future
Common Mistakes to Avoid
- Sending the letter without internal approval
- Using vague language that fails to clearly rescind the offer
- Delaying notification, causing inconvenience to recipient
- Failing to reference the original offer details
- Neglecting to maintain a professional and empathetic tone
Tips and Best Practices
- Act promptly once the decision is made
- Keep communication clear and respectful
- Offer brief explanation without overloading with details
- Use professional language even if the situation is disappointing
- Document the communication for internal records
Frequently Asked Questions (FAQ)
Q: Can an offer be rescinded after acceptance?
A: Yes, but it may carry legal implications depending on the agreement terms.
Q: Should I apologize in a rescind letter?
A: Yes, it is courteous and maintains goodwill.
Q: Is an email acceptable for rescinding an offer?
A: Yes, emails are acceptable for speed, but formal letters may be preferred for legal or HR records.
Q: What if the candidate has already resigned elsewhere?
A: Communicate promptly and consider discussing possible alternatives or compensations.
Pros and Cons of Sending a Rescind / Cancel Offer Letter
Pros:
- Provides clear communication and avoids misunderstandings
- Maintains professional record and documentation
- Preserves goodwill if handled respectfully
Cons:
- May cause disappointment or reputational risk
- Potential legal or contractual exposure if not handled correctly
- Requires careful wording and internal approval
Compare and Contrast with Similar Types of Letters
- Offer Cancellation vs. Job Rejection Letter: Cancellation refers to a previously extended offer, while rejection occurs during the selection process.
- Email vs. Printed Letter: Email is faster; printed letter is formal and legally safer.
- Formal vs. Heartfelt Tone: Formal tone is standard; heartfelt tone may soften the message if the recipient is a valued candidate.
