Sample Cancel Job Application Letter Template

In your article, I’ll share my personal insights and a straightforward guide on crafting a tactful job application cancellation letter, complete with a proven template to get you started.

Key Takeaways

  • Purpose of the Letter: Clearly state your intention to withdraw your application.
  • Tone and Politeness: Keep the tone polite and professional to leave a good impression.
  • Reason for Cancellation (Optional): Briefly mention why you are withdrawing, if appropriate.
  • Gratitude: Express thanks for the opportunity and the time invested by the hiring team.
  • Keep the Door Open: Indicate a willingness to consider future opportunities.
  • Template Provided: Use the template below as a starting point for your own letter.

Step 1: Start with a Clear Subject Line





Your email subject line should be straightforward and informative. A good subject line ensures your email is noticed and handled appropriately. 

Something like “Withdrawal of Application – [Your Name]” works perfectly. It communicates the purpose of your email instantly, which is crucial in a busy HR department.

Step 2: Address the Letter Appropriately

Begin your letter by addressing it to the appropriate contact person, usually the one you’ve been communicating with in the hiring process. 


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If you’re unsure, a simple “Dear Hiring Manager” is a safe and professional choice. It’s important to personalize wherever possible, as this shows respect and attention to detail.

Step 3: Clearly State Your Intention

Early in the letter, state your purpose. Be direct and unambiguous. Here’s how I might phrase it:

“I am writing to formally withdraw my application for the [Job Title] position at [Company Name].”

Step 4: Include a Brief Explanation (Optional)

You may choose to include a brief explanation of why you are withdrawing your application. This should be concise and to the point. You don’t need to go into great detail. For example:

“Due to personal reasons, I have decided to halt my current job search. Please understand this decision was not made lightly.”

Step 5: Express Gratitude

Regardless of your reasons for cancellation, always express gratitude for the opportunity. Recognize their time and effort:

“I sincerely appreciate the opportunity to have been considered for this role and for the welcoming and professional interaction I experienced throughout the selection process.”

Step 6: Keep the Door Open

Conclude your letter on a positive note by keeping the door open for future opportunities. This can be particularly important if you admire the company and might want to apply again in the future:

“I am impressed by [Company’s] dedication to [something you genuinely admire about the company] and hope to have the opportunity to contribute to your team in the future.”

Step 7: Close Politely

Finish your letter with a polite closing, such as:

“Thank you again for your understanding. I hope to keep in touch, and I wish the team continued success. Sincerely, [Your Name]”

Example Template

Here is a simple template you can adapt to your needs:

Subject: Withdrawal of Application – [Your Name]

Dear [Hiring Manager’s Name],

I am writing to formally withdraw my application for the [Job Title] position at [Company Name]. After careful consideration, I have decided to accept a position that aligns closely with my career goals.

I want to express my deepest gratitude for your time and the opportunity to interview with your team. I am greatly impressed by your company’s innovation and culture, and I hope to perhaps join your team in a different capacity in the future.

Thank you again for your understanding and consideration.

Best regards,

[Your Full Name]
[Your Contact Information]

Real-Life Example: In one instance, after withdrawing an application due to accepting a different offer, I kept in touch with the hiring manager, and two years later, they reached out with a perfect opportunity. Keeping the relationship positive and the communication clear paid off in the long run.

Frequently Asked Questions (FAQs)

Q: How do I politely withdraw my job application?

Answer: From my experience, it’s best to keep it straightforward and respectful. Always thank the employer for their time and express hope for future possibilities, ensuring you leave a good impression.

Q: Is it necessary to give a reason when canceling a job application?

Answer: While not mandatory, providing a brief, honest reason can be helpful. I’ve found that this adds transparency to your communication and can preserve a positive relationship with the employer.

Q: What should I include in the subject line when sending a cancellation email?

Answer: In my letters, I typically use a clear and direct subject line, such as “Withdrawal of Application – [Your Name]”. This ensures the email is easily identifiable and gets handled appropriately.

Q: How soon should I notify the employer if I decide to cancel my application?

Answer: Based on my experiences, it’s courteous to notify the employer as soon as you’ve made your decision. Prompt communication shows respect for the time and resources they have spent on your application.

Q: Can withdrawing a job application affect my chances with the company in the future?

Answer: From what I’ve observed, withdrawing an application doesn’t necessarily harm your future chances if handled correctly. Be professional and courteous in your communication, and you may well be considered for future opportunities.

Q: Should I withdraw my application via email or phone?

Answer: I always prefer email because it provides a written record of your interaction and allows the recipient to process the information at their convenience. However, if you’ve developed a close rapport with the hiring manager, a phone call can add a personal touch.

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