All HR email templates
Process
Candidate Withdrawal Acknowledgment Email Template
An email sent when a candidate withdraws their application. Should be gracious, leave the door open for future opportunities, and ask for brief feedback where appropriate.
Copy
Re: Withdrawal from [JOB_TITLE] process
Copy
Hi [CANDIDATE_FIRST_NAME],
Thank you for letting us know — we completely understand and appreciate you taking the time to inform us.
We're sorry it didn't work out this time, but we hold you in high regard and would love to stay in touch. Please do keep an eye on our future openings at [CAREERS PAGE LINK], and we'd encourage you to connect with me on LinkedIn.
If you're comfortable sharing, we'd genuinely value any feedback about your experience with our process — it helps us improve for future candidates.
Wishing you the very best in whatever comes next!
Warm regards,
[RECRUITER_NAME]
[COMPANY_NAME]
Customisation Tips
- Always respond graciously — you never know when a withdrawn candidate may reapply or refer others
- Ask for feedback softly — 'if you're comfortable' reduces pressure and increases response rate
- Add them to a talent pool in your ATS if they're a strong candidate
- Don't take withdrawals personally — timing, competing offers, and personal circumstances all play a role
Placeholders
Replace all items in [SQUARE BRACKETS] with the relevant information before sending.
[CANDIDATE_FIRST_NAME]
[COMPANY_NAME]
[JOB_TITLE]
[RECRUITER_NAME]
[DATE]
Stop copying and pasting
KiteHR lets you automate this email to every candidate in one click — personalised with their name, role, and stage automatically.
Try email automation for freeAutomate your hiring emails
Stop copying and pasting. Send to 100 candidates in one click.
KiteHR includes built-in email templates and AI email drafting. Send personalised messages to every candidate automatically — completely free.