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Sample Letters Withdrawing a Job Application
Alison Doyle is one of the nation’s foremost career experts.
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- Why Job Seekers Withdraw
How to Withdraw Your Application
What to include in a withdrawal letter.
- How to Format the Letter or Email
Letter of Withdrawal Template
Withdrawal letter email examples.
Have you changed your mind about applying for a job? When you started your job search, it might have seemed impossible that you’d ever voluntarily withdraw your application with a company.
Especially if you’re unemployed or have been eager to make a change for some time, you may have started off eager for a job—any job. And now, here you are, trying to figure out how to leave the interview process with a prospective employer, before they’ve even extended an offer .
You may be wondering if it’s rude to drop out in the middle of the process, or if you’ll burn your bridges with the employer by leaving after they’ve invested time interviewing you. If so, it might help to know that you’re not alone.
Candidates end the job interview process with companies more often than you might think, and for all kinds of reasons.
Withdrawing also doesn’t have to sour the relationship with the employer or the hiring manager. Go about this the right way, and you’ll be able to work with these folks again later on, should your situation change.
Here are tips on how and when to withdraw an application for a job, what to write, and examples of withdrawal letters to review.
Why Do Job Seekers Withdraw Their Applications?
You know why you’re withdrawing your application, but it may allay your anxiety somewhat to know that your reason is only one of many. Job seekers end the interview process for many reasons, including:
Accepting another job. Most professionals pursue multiple leads when looking for work, so it’s common to receive one offer while you’re still interviewing elsewhere. While it’s acceptable to ask for a bit more time to consider another offer that seems imminent , you may decide to take the one in front of you. In this case, you’d need to withdraw from the process with the other employer.
The hiring process. For some candidates, the hiring process itself can be an issue. A HireVue survey reports that some of the top reasons for withdrawing include the applicant's time being disrespected during the interview, poor rapport with the interviewer, the length of the process, and the job description not matching what was advertised.
Realizing the job isn't a good fit . During the interview process, you’ll learn about the company’s culture, goals, opportunities for advancement, salary, and so on. You may discover that your needs are incompatible with the employer’s requirements. If so, it’s a good idea to look elsewhere.
Relocation. Perhaps your spouse is being transferred out of town for their job, or maybe you’re going back to school or moving to a new area for personal reasons.
Family needs. A family member may be ill and need you to care for them, or perhaps your spouse is in the military and is deploying, necessitating a move closer to relatives who can help.
Whatever the reason, the most professional thing to do in this event is to notify the employer with a letter of withdrawal promptly.
People sometimes worry that withdrawing their application will burn a bridge with the company. In fact, if you are certain the job is not right for you, withdrawing your application is a favor to the company.
It saves them time and effort and allows the company to focus on candidates who are still interested in the position. Employers would prefer to avoid making job offers that are rejected . The key to avoiding any soured relationship is to be polite and prompt with your withdrawal letter.
In your letter, you don’t need to provide a reason for withdrawing your application. You are simply letting them know that you no longer wish to be considered for the position. If you decide to include a reason, keep it positive. If the job just isn’t a good fit, you can say so without implying anything negative about the company or their staff.
You should send the letter as soon as you know that you are no longer interested in pursuing the job, to allow the hiring manager to focus on viable candidates.
How to Format the Letter or Email Message
- Use standard business letter format. If you send your letter via postal service, you should format it as you would any professional business correspondence.
- Begin with your contact information , followed by the date and the employer's contact information. Your letter should begin with a polite salutation, and then express the reason you are writing.
- Thank them for the time they have spent considering you for the position.
- End with a professional closing.
When you send your letter of withdrawal via email, you don’t need to include the employer’s contact information. The subject line should include your name and “Withdraw Application.” Begin the letter with your salutation followed by a paragraph (or two) stating your intention to withdraw your application from consideration, and thanking them for their time.
Close with your name and contact information.
Download the withdrawal letter template (compatible with Google Docs and Microsoft Word) or see below for more examples.
Letter of Withdrawal Example (Text Version)
Fredrick Applicant 123 Main Street Anytown, CA 12345 555-555-5555 frederick.applicant@email.com
January 24, 2022
Kendra Lee Manager Acme Electronics 10 Miles Road Stanford, NC 11289
Dear Ms. Lee,
Thank you very much for considering me for the position of Account Manager with Acme Electronics. However, I would like to withdraw my application for the job.
I appreciate you taking the time to interview me and to share information on the opportunity and your company.
Again, thank you for your consideration and the time you shared.
Signature (hard copy letter)
Frederick Applicant
Take a look at our sample email letters of withdrawal to get ideas about what to say when you need to remove yourself from consideration for a job.
Letter of Withdrawal Email Example #1
Subject: Firstname Lastname - Withdraw Application
Dear Mr. Jones,
I sincerely appreciate your consideration for the account manager position with your firm. I regret to inform you that I must withdraw my application for the job. My husband has received an attractive promotion with his company that will require relocation to another state, and we will be moving at the end of the summer.
Thank you for the time you spent reviewing my qualifications and meeting with me.
Best regards,
Firstname Lastname 999-999-9999 lastname123@email.com
Letter of Withdrawal Email Example #2
Dear Ms. Smith:
Thank you for meeting with me last week to discuss the role of the marketing department. I enjoyed our conversation and was so intrigued by the projects that are in the works at XYZ company.
I'm writing today to withdraw myself from consideration for the position, since I was offered a role at another company and accepted the job offer.
Thank you again for your time and consideration.
Firstname Lastname 999-999-9999 firstname.lastname@email.com
HireVue. " Candidate Experience Research Report ," Accessed Jan. 22, 2022.
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- Use This Sample Letter to Withdraw a Job Application
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Hunting for a new job can be a tough experience, and it is highly unlikely that you might want to withdraw your application from a job you actually have a high chance of getting.
In most cases, it is the prospective employer that turns down job applicants, rather than job applicants turning down job offers.
Sometimes, however, for one reason or another, you might find yourself in a situation that requires you to withdraw a job application. In such situations, how you withdraw your application matters a lot.
It needs to be done with tact, else you might end up ruining your name and reputation.
In this article, I am going to show you how to tactfully withdraw a job application while remaining in the good graces of your prospective employer.
WHY YOU MIGHT NEED TO WITHDRAW A JOB APPLICATION
At the time of sending a job application , it might not even be conceivable that you might need to withdraw that application.
However, life is full of surprises, and something unexpected might happen, leaving you in a situation where you need to withdraw your application to that job you thought you really wanted.
Below are some few scenarios where you might find yourself having to withdraw a job application.
Better Job Offer
When hunting for a job, you send out applications to multiple companies.
Sometimes, you might get a nice offer from company A when you have an interview scheduled with company B.
If you are certain that company B is not going to give you a better offer, the best thing to do is to withdraw the application to company B.
This way, you save both your time and company B’s time.
Alternatively, your current employer might give you a better offer or give you a promotion, causing you to change your mind about looking for other job opportunities .
In such situations, it is prudent to withdraw the applications from the companies you were talking to.
Qualification
Job seekers rely on the descriptions in job advertisements to determine whether they are qualified for a job or not.
Sometimes, however, these job descriptions do not give accurate information about the actual work you will be required to do once you are hired.
In some cases, after an initial interview with the prospective employer, you might realize that you are more qualified for the job than the job description made you believe.
In such a scenario, you might want to withdraw the application and apply for a higher position that matches your qualifications.
Compensation
Money is one of the major reasons why people look for new job opportunities.
At the same time, many companies do not disclose how much they are offering for a position until the interview process has started.
Sometimes, you might send a job application and start the interviewing process, only for you to realize that the compensation for the job does not match your expectations.
In such a situation, you might not want to continue with the interviewing process since you won’t take the job anyway, considering it does not pay as much as you expected.
Compatibility With The Company
Sometimes, after applying for a position with a company, you might do further research and realize that the company culture is not aligned with what you are looking for. Alternatively, the company’s growth prospects might not be aligned with your own ambitions.
In such situations, the best thing to do is to withdraw the application, since you don’t want to end up working for a company that is not aligned with what you are looking for.
Sometimes, after submitting your application to various companies within your city, some unexpected circumstances might crop up, requiring you to relocate from the city. For instance, your spouse might get transferred to a different city, forcing you to move.
If you will be relocating, there is no need to continue with the interview process, only for you to tell the potential employer at the last minute that you won’t be able to take the job because you are relocating.
Alternatively, you might have applied for a job in a different city, planning to relocate once you get the job.
After submitting your application, something comes up that makes it impossible for you to relocate to the other city.
In such situations, the only option is to withdraw the application, since there is no point in continuing with the interview process.
Personal Reasons
Remember, there is more to life than working, and you cannot ignore your personal life just because of a job.
Sometimes, after applying to a job, some personal reasons might come up, making it impossible for you to take the job.
For instance, a family member might suffer from an illness that requires you to take care of them, making it impossible for you to take up the job.
These are just some of the reasons that might make you reconsider going ahead with the hiring process after submitting your application.
So, after deciding that you no longer want the job you applied for, how do you go about letting the prospective employer that you are no longer interested?
What is the proper etiquette? How do you withdraw the application without damaging your reputation or burning bridges with the prospective employer? Does it even matter how you withdraw, considering that you won’t take the job anyway?
How you withdraw your application matters a lot.
Just because you are no longer interested in the job at the moment does not mean you should burn bridges.
Who knows, a few years down the line, they might have another job opening that you are interested in.
You could even meet the hiring manager you in another company you are interested in working for some years down the line.
Therefore, it is important to handle the withdrawal the right way to avoid ruining your professional reputation.
THE BEST WAY TO WITHDRAW A JOB APPLICATION
Once you decide that you are no longer interested in a job opening, the first thing you need to do is to notify the prospective employer by sending them a letter of withdrawal.
A lot of people simply disappear once they decide they no longer want the job, leaving the employer wondering what went wrong. This is unprofessional and should be avoided as much as possible.
Communicating your decision to withdraw the application in writing serves two purposes. First, it cements your reputation as a person who handles matters professionally. Second, it acts as a formal record of your withdrawal.
WHAT’S THE POINT OF SENDING THE LETTER OF WITHDRAWAL
Like I mentioned earlier, most people disappear without any communication once they have decided that they are no longer interested in a job opening.
They don’t see the point of notifying the prospective employer since they are not going to take the job anyway.
However, sending the letter of withdrawal shows that you are being considerate to the prospective employer.
Recruiting is not an easy process, and it would be a total waste of time for both you and the employer to go through the interviewing process, only for you to reject the job offer at the last minute.
In most cases, employers need vacant positions filled as soon as possible.
By letting them know that you are no longer interested in the position, you allow them to shift their focus to job seekers who are still interested in the position.
This is why you should send the letter immediately you decide that you are no longer interested in the job.
WHEN TO WITHDRAW YOUR APPLICATION
Just because you have already gotten a job or decided that you are no longer interested in moving from your current job does not mean that you should send a letter of withdrawal to every company where you submitted your resume .
If you have not yet been selected for an interview, there is no point in notifying the prospective employer that you are no longer interested.
You should only send the letter of withdrawal if an interview has already been scheduled, or if you have already started the interviewing process.
One thing I will emphasize here is that you should only withdraw your application if you are completely sure that you do not want the job.
If you are not certain, the best thing to do is to continue with the hiring process until the employer makes you an offer.
As you continue with the process, you might learn more information that will help you make your decision. Once the offer is made, you can then decide if you will take the job or not.
If you have already scheduled an interview, but then something comes up, making it impossible for you to attend the interview, do not withdraw your application. Instead, talk to the recruiter and find out if it is possible for them to reschedule the interview .
HOW TO WRITE THE LETTER OF WITHDRAWAL
Now that you know why and when you need to send the letter of withdrawal, how do you actually write this important letter? What should it include?
If you are sending a physical letter via post, it should be formatted like any other professional letter. You should start by writing your contact information, the date, and then the contact information of your prospective employer.
If you are sending the withdrawal letter via email, there is no need to include the employer’s contact information. Your contact information can also come at the end, in your email signature. You should address the letter of withdrawal to whoever contacted you to schedule an interview.
The subject line of your letter or email should be very specific.
The best subject line to use for withdrawal letters is your name, followed by something to the effect that you are withdrawing your application.
For instance, you could write “Allan Bryce: Withdrawal of Job Application.”
Start the letter with a polite salutation and then quickly move on to the reason for writing the letter.
Naturally, before letting the employer know about your decision to withdraw your job application, start by expressing your appreciation for the job offer and for considering you for the job position.
If you really wanted to join the company but cannot due to an unavoidable circumstance (such as illness, relocation, and so on), let them know that you were really looking forward to joining the company.
Then express your regret for having to withdraw your application.
One of the greatest points of contention when writing a letter of withdrawal is whether to include the reason why you are withdrawing the application or not. You can explain why you are withdrawing the application or not, depending on the reason behind your withdrawal.
The easiest approach is to simply let the prospective employer know that you are no longer interested without explaining the reason behind your decision.
When writing this part of the letter, you want to be tactful, so that you pass the message without sounding too high of yourself or too harsh.
Remember, this is a rejection like any other, and you want to make it as easy as possible for the employer.
Use the same kind of non-specific language that companies use when sending out rejection letters to applicants.
If you decide to explain the reason behind your decision to withdraw the application, you should keep the reason positive.
Even if you are withdrawing the application because of something you don’t like about the company and its way of doing things, try to find a positive reason for your withdrawal.
If you cannot find one, don’t give any reason. Implying that you are withdrawing because of something negative about the company will only reflect badly on you, which is something you want to avoid. Actually, when writing a letter of withdrawal, the less you say, the better.
If you are open to working with the company again should circumstances change, there is nothing wrong with letting the employer know.
For instance, if you withdrew your application because you realized you were overqualified for the open position, you can let the employer know that you would be open to joining the company should an appropriate position come up.
It is not unheard of for employers to redirect applicants to more appropriate positions than the ones they had applied for if the applicant it outstanding.
While your withdrawal will definitely cause some inconvenience to the employer, resist the temptation to express your regret for causing the inconvenience or mention the expense the company has incurred as a result of your withdrawal.
The company already knows what expenses they have incurred in pursuing you, and the inconvenience your withdrawal has caused. Reminding them about it will only make matters worse.
Instead of mentioning the inconvenience you might have caused, end the letter by once again thanking them for the opportunity that was offered and wishing them all the best going forward.
Finally, sign off the letter with your name and your contact information (if you are sending via email).
WITHDRAWAL LETTER SAMPLES
To make it easier for you to write the letter of withdrawal, below are some samples to show you what it should look like.
Here is what the withdrawal letter could look like when you are sending a physical letter via post:
WITHDRAWAL LETTER SAMPLE 1
Allan Richmond 22 Government Avenue, San Francisco Phone: 834-384-9300 [email protected] 5 th October 2019
Mr. Dan Whittaker The Human Resource Manager Company XYZ, 133 Main Street, San Francisco Phone: 839-238-9343
RE: ALLAN RICHMOND – WITHDRAWAL OF JOB APPLICATION
I want to start by expressing my gratitude and appreciation for the time and effort you have devoted to my application for the position of Chief Information Officer.
For years now, I have been a great admirer of your company and have always wanted to join the company, which is why I submitted my resume immediately I saw a job opening for the position of Chief Information Officer in your company. I was even more excited after being selected for an interview at your company. It shows your confidence in my skills and capabilities.
However, it is with much regret that I am writing this letter to withdraw my application to this position. Due to some unexpected unavoidable situation, I wouldn’t be able to take up the role even if I was eventually offered the job, which is why I am withdrawing my application.
It was a pleasure meeting you, and I appreciate the time you devoted to me during the first interview. Wishing you all the best in everything you do, and I hope we will get a chance to work together again in future.
Best regards,
Allan Richmond.
Note that in this sample withdrawal letter, the candidate withdraws their application without having to provide a reason for the withdrawal.
If you are sending your letter of withdrawal via email instead of post, here’s what your letter might look like:
WITHDRAWAL LETTER SAMPLE 2
From: [email protected] To: [email protected]
Subject: Jason King: Withdrawal of Application
I hope this finds you well. I am writing this to your company to inform you that I have decide to withdraw my application for the position of UX designer at your company. I want to express my gratitude for considering me for the position, and for the time you set aside for our meeting last Tuesday. I truly enjoyed talking to you and the members of your design team, and I was really looking forward to the chance of becoming part of that team.
Therefore, it is with much regret that I am writing this email to notify you of my decision to withdraw my application for this position. Like I mentioned during our meeting, I was exploring several opportunities, and earlier this week, one of the companies I was in talks with gave me a job offer. After much consideration of my career goals and my current situation, I decided to accept their offer, and will therefore not be able to continue with the interviewing process at your company.
Once again, I want to express my appreciation for considering me for the position and for taking the time to interview me. It is my hope that our paths will cross again at some point in the future. Wishing you success as you continue your search for the right person for that position.
Jason King.
In this withdrawal letter, the candidate has included a reason why they are withdrawing their application (they have accepted another job offer). Note that the candidate keeps everything positive.
He remains polite and sincere without having to compare between the offer he has received and what he expected to get at this organization.
By not comparing the two jobs, he avoids having his withdrawal appear like an attempt to ensure a more favorable offer from this organization.
The candidate the ends the email on a positive note by wishing the employer success as they continue searching for the right person for the position.
Once you finish your letter, it is advisable to go through it a couple of times to ensure that it is polite and professional, and that there are no mistakes.
Remember, you want to cement your reputation as a professional.
Remember To Keep In Touch
Just because you have withdrawn your application from a job you were being considered for doesn’t mean that it’s over between you and the employer.
You might need their help at some point in future, and therefore the best thing to do is to keep in touch and make them a part of your network .
A good way to keep in touch is to make them a connection on LinkedIn. You can even show them your good will by suggesting someone else who would be a good fit for the position you just declined.
WRAPPING UP
Life is full of surprises, and even when you have the best intentions, you might find yourself in a situation where you are no longer interested in a job position even after you have been invited for an interview.
If you find yourself in such a situation, it is prudent to inform your prospective employer about your decision through a withdrawal letter, rather than just disappearing without a word.
You need to do this tactfully, since you don’t want to leave a bad impression of yourself. If you are having trouble writing a withdrawal letter, I hope that the tips and samples provided above will make it easier for you write this important letter.
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The subject line should include your name and “Withdraw Application.”. Begin the letter with your salutation followed by a paragraph (or two) stating your intention to withdraw your application from consideration, and thanking them for their time. Close with your name and contact information.
How to write a letter of withdrawal 1. Notify the employer right away. Especially if you're a top contender or were close to receiving an offer, an employer... 2. Be honest and clear. Let the employer know why you're backing out of the hiring process and do so honestly and... 3. Thank the employer ...
How to write a letter of withdrawal 1. Be specific in your subject line. The subject line of your email provides context for your message. It should include... 2. Use a professional greeting. You may want to be more formal and address the recipient as "Mr." or "Ms.," followed by... 3. Offer your ...
How to write a withdrawal letter 1. Inform the employer immediately. Especially if you're a strong candidate or were close to getting a job offer, a... 2. Be clear and honest. Let the hiring manager know why you're withdrawing from the hiring process and do so clearly and... 3. Thank the hiring ...
Here's a sample email message withdrawing an application after a job interview. Subject: Your Name - Withdraw Application Dear Name: I very much appreciate your consideration for the (job title) with (company). After further thought, I have decided to withdraw my application for the position. It was a pleasure meeting you.
The best subject line to use for withdrawal letters is your name, followed by something to the effect that you are withdrawing your application. For instance, you could write “Allan Bryce: Withdrawal of Job Application.” Start the letter with a polite salutation and then quickly move on to the reason for writing the letter.