A rescinded-offer email states the decision, the reason in one factual line, the effective date, and a contact. When a background check drove the decision, that email waits until the candidate has the report and the FCRA rights summary (15 U.S.C. 1681b(b)(3)(A)).
Email template: offer rescinded for business reasons
Use this when the role changed or the budget closed, not after a check. Replace the bracketed fields.
Subject: Your offer for [job title]
Dear [Candidate name],
We are withdrawing our offer for the [job title] position, effective
[date]. The role was eliminated when [factual reason: the requisition
closed / the budget was cut].
I am sorry to send this, and it is not a reflection of your work in the
process. [Next step: we will keep your details for [role] or introduce
you to [contact].]
If you have questions, contact me at [name, phone, email].
Sincerely,
[Name, Title, Company]
Keep the reason to one line and to facts you can document. Do not speculate about performance or admit fault in writing.
Email template: offer withdrawn after a background check
Send this final notice only after the pre-adverse step: the candidate has the report and "A Summary of Your Rights Under the Fair Credit Reporting Act," plus time to respond (15 U.S.C. 1681b(b)(3)(A)). The FTC says the early notice gives the person a chance to check the report. The final notice carries the items in 15 U.S.C. 1681m(a).
Subject: Decision on your conditional offer
Dear [Candidate name],
We are withdrawing our conditional offer for the [job title] position.
The decision was based in whole or in part on a consumer report from
[agency name, address, phone, toll-free number].
[Consumer reporting agency] did not make this decision and cannot give
you the specific reasons for it.
You have the right to dispute the accuracy or completeness of the report
with [agency name] and to get a free additional copy from the agency
within 60 days.
If you believe the report is wrong, contact [name, phone, email] so we
can review what you send.
Sincerely,
[Name, Title, Company]
Check before you send
- Run the FCRA sequence in order: report copy and rights summary first, final notice second (15 U.S.C. 1681b(b)(3)(A)).
- Post-offer medical exams are allowed only if every entering employee in the category takes one. The EEOC says you can withdraw the offer only if the person cannot do the essential functions, with or without reasonable accommodation, or poses a significant risk of substantial harm (29 C.F.R. 1630.14(b)).
- For criminal records, weigh the offense, the time passed, and the job, then tell the candidate they may be excluded and can respond (EEOC Guidance No. 915.002).
- California: the written preliminary decision names the conviction, includes the report, and allows at least five business days to respond (Cal. Gov. Code 12952).
- New York City: finish the Article 23-A analysis, deliver the Fair Chance Notice, and allow at least five business days (N.Y.C. Admin. Code 8-107(11-a)).
- SHRM notes promissory estoppel is the most obvious claim when a candidate quit a job or relocated for the offer.
Call first, then send
Tell the candidate by phone before the email leaves, then confirm it in writing. SHRM notes applicants should hear the news both ways, and NACE says to move as soon as possible so they can pursue other offers. NACE also recommends a written statement of revocation, which can help someone win back an offer they turned down.
Scoring every candidate on the same criteria before the offer means fewer withdrawals; AI Candidate Evaluation runs that screen. If a check drove the decision, offer rescinded after a background check covers what comes next. For other triggers, see rescinding an offer after a credit check and rescinding after a reference check.
State and city rules vary, and this is not legal advice.