The most professional and widely accepted way to say "cancel an application" is to "withdraw your application." This term clearly communicates your intent while maintaining a respectful and formal tone, which is crucial in professional or academic contexts.
Why "Withdraw" Is Preferred Over "Cancel"
Using "withdraw" instead of "cancel" or "retract" is generally considered more appropriate and professional for several reasons:
- Professionalism: "Withdraw" implies a deliberate, respectful decision to remove your candidacy from consideration, often after careful thought. "Cancel" can sometimes sound abrupt or less formal.
- Clarity: It leaves no ambiguity about your desire to remove your application, ensuring the organization understands your position.
- Positive Impression: It allows you to exit the application process gracefully, potentially preserving your professional relationship with the organization for future opportunities.
Methods to Withdraw an Application
Depending on the stage of the application process and the organization's communication preferences, you can withdraw an application through several common channels:
- Email: This is often the most common and recommended method, as it provides a written record. It's ideal if you have a direct contact, such as an HR representative or hiring manager.
- Online Application Portal: Many companies allow applicants to manage their applications directly through the online portal where they initially submitted their information. Look for options like "Withdraw Application" or "Manage Application."
- Phone Call: While less common for the initial withdrawal, a phone call might be appropriate if you've had extensive personal contact with a recruiter or hiring manager, especially for very senior roles. Always follow up with an email to confirm.
Crafting a Professional Withdrawal Message (Email Example)
When withdrawing an application, your message should be clear, concise, and courteous. It's an opportunity to leave a positive final impression. Here’s an example incorporating best practices:
Subject: Withdrawal of Application - [Your Name] - [Job Title/Application ID]
Body:
Dear [Hiring Manager Name or HR Team],
After careful consideration, I would like to withdraw my application for the [Job Title] position. I sincerely appreciate you taking the time to interview me and to share information on the opportunity and your company.
While I found the role and your team very interesting, I have decided to pursue a different professional path at this time. Again, thank you for your consideration and the time you shared.
I wish you the best in finding a suitable candidate.
Sincerely,
[Your Name]
[Your Phone Number (Optional)]
[Your Email Address]
Key Elements of an Effective Withdrawal Message
To ensure your message is professional and clear, include these key components:
- Clear Statement: Explicitly state that you are withdrawing your application.
- Identification: Include your full name, the specific position you applied for, and any relevant application ID or reference number.
- Gratitude: Thank the individuals involved for their time, consideration, and any interviews or discussions you've had.
- Optional Brief Reason: While not mandatory, providing a short, polite reason (e.g., "I've accepted another offer," "I've decided to pursue a different career path") can be helpful. Avoid negative or overly detailed explanations.
- Professional Closing: Maintain a polite and respectful tone throughout your message.
When to Withdraw an Application
You might decide to withdraw an application for various reasons, including:
- You have accepted another job offer that better aligns with your career goals.
- You have reconsidered the role or company and determined it is not the right fit for you.
- You have decided to pursue a different career direction or further education.
- Unexpected personal circumstances require you to take time off.
Summary: Key Phrases for Withdrawing an Application
| Action | Professional Phrase | Context |
|---|---|---|
| General withdrawal | "I would like to withdraw my application." | Formal communication (email, letter). |
| Post-interview withdrawal | "After careful consideration, I am writing to withdraw my application..." | Following an interview; gratitude is highly recommended. |
| Online portal | "Withdraw Application" button/link | Self-service option found on the company's career website. |
| Informally (use with caution) | "I need to take my name out of consideration for the role." | Less formal, typically for early stages or quick verbal communication. |
For more guidance on professionally withdrawing an application, consider reviewing resources from career experts:
Withdrawing an application gracefully is a professional courtesy that reflects well on your communication skills. By using clear and respectful language, you can maintain positive relationships and leave a good final impression.
