Japan Notice of Job Offer Withdrawal Template (内定取消通知書)

Generate the formal notice withdrawing an accepted naitei offer. Use only with clear legal grounds: failure to graduate, missing work permit, material misrepresentation, antisocial-forces affiliation, or serious health deterioration. Preview in Japanese or English, edit inline, export to PDF.

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Notice of Job Offer Withdrawal generator

2026年5月15日

田中 太郎 様

〒150-0001 東京都渋谷区神宮前2-3-4

〒100-0005 東京都千代田区丸の内1-1-1

株式会社サンプル

代表取締役 山田 花子

内 定 取 消 通 知 書

拝啓 時下ますますご清栄のこととお慶び申し上げます。

当社が2026年3月1日付にて貴殿に発行いたしました内定通知書(ソフトウェアエンジニア、入社予定日:2026年7月1日)につきまして、誠に遺憾ではございますが、下記のとおり内定を取り消させていただきますので、ここにご通知申し上げます。

敬具

  1. 内定取消の決定日 2026年5月15日
  2. 取消の対象 2026年3月1日付内定通知書(ソフトウェアエンジニア、入社予定日:2026年7月1日
  3. 取消の事由 貴殿は、2026年3月発行の内定通知書に記載した内定取消事由のうち、「最終学歴の卒業(修了)ができなかった場合」に該当することが、貴殿よりの2026年5月10日付ご連絡により判明いたしました。
  4. 効力発生日 本通知書の到達をもって、当該内定の効力は失われるものとします。
  5. 取消理由の書面交付について 本件の取消事由に関する書面による説明書のご請求は、下記担当者までお申し出ください。請求があった場合、相当の期間内に書面にて交付いたします。
  6. 面談のご案内 本件に関しご質問・ご相談がある場合は、下記担当者までお申し出ください。面談の機会を設けさせていただきます。
  7. 和解金について 本件の取消に伴う貴殿への不利益に関し、当社からの和解金のお支払いにつきまして、別途ご相談させていただきたく存じます。
  8. お詫び 本件により貴殿にご迷惑をおかけしますこと、心よりお詫び申し上げます。今後のご活躍を心よりお祈り申し上げます。
  9. お問い合わせ 本件に関するお問い合わせは、人事部 田中(電話 03-1234-5678 / メール hr@example.co.jp)までお願いいたします。

以上

Ready to send? Download a PDF of the notice above.

How it works

Use only with clear legal grounds

The 内定取消通知書 withdraws an accepted naitei offer. Japanese case law treats this as a labor contract termination, with a high bar for justification. Do not use this template without confirming, with a labor and social security attorney (社会保険労務士) or qualified legal counsel, that the grounds meet the standard.

Lawful grounds (narrow)

  • Failure to graduate from the institution named in the application
  • Inability to obtain the residence status or work permit required by the start date
  • Serious health deterioration rendering the candidate unfit to work
  • Material misrepresentation in the application (falsified credentials, etc.)
  • Affiliation with antisocial forces (反社会的勢力)
  • Conviction for a serious offense

Not lawful grounds

  • Business convenience or a change in headcount plans
  • Finding a "better" candidate after the offer was accepted
  • General concerns not directly tied to job suitability

Reporting obligation for new graduates

For new-graduate naitei withdrawals, MHLW guidelines require notification to Hello Work (ハローワーク). Mass withdrawals without justified reason may result in public disclosure of the company name.

Document the candidate's rights

The candidate is entitled to a written explanation of the grounds and may request consultation. Both should be accommodated in good faith. The notice should cite the specific clause of the original offer letter's withdrawal clause (内定取消事由) and document the supporting facts.

Frequently asked

Common questions about naitei withdrawal

When can an employer lawfully withdraw a Japanese 内定?

Only on narrow grounds: failure to graduate, missing work permit, serious health deterioration, material misrepresentation, antisocial-forces affiliation, conviction for a serious offense. Business convenience is not a valid ground.

What happens if the withdrawal is ruled invalid?

The labor contract remains in effect. Consequences can include back-pay liability, damages, reputational damage, and Labor Standards Inspection Office attention. For new-graduate cohorts, the withdrawal must also be reported to Hello Work.

Should I obtain professional advice before issuing this notice?

Yes, strongly. Work with a sharoshi or attorney to confirm grounds and structure any settlement. This template is a starting structure, not a substitute for case-specific advice.

Do I need to provide compensation when withdrawing?

Not statutorily required, but commonly offered for ambiguous cases or when the candidate has incurred significant reliance damages. A compromise payment can resolve the matter without litigation.

Is there a reporting obligation?

For new-graduate naitei withdrawals, MHLW guidelines require notification to Hello Work. Mass withdrawals may result in public disclosure of the company name.

About the author

Emmanuel Gendre, Founder of SaiyouTeam
Emmanuel Gendre
Founder, SaiyouTeam · TechieCV K.K.

Emmanuel advises small and mid-sized companies (SMBs) on HR and recruiting in Japan. He brings 12 years recruiting in Japan as a Recruitment Consultant placing IT professionals, plus prior experience hiring engineers across EMEA as a Google recruiter. Naitei withdrawals are one of the more sensitive matters his SMB clients face, and he typically routes them through licensed sharoshi or counsel.

This template is a planning tool used in those conversations, not a substitute for professional advice. For any 内定取消, work with a licensed Japanese sharoshi (社会保険労務士) or attorney (弁護士).

Need help applying this?

Plan the offer-stage process end-to-end

Naitei withdrawal is one of the most sensitive HR matters under Japanese case law. SaiyouTeam works with licensed sharoshi and counsel on case-specific withdrawals; book a call before issuing.

Official sources

Important. This template provides a generic Japanese 内定取消通知書 structure for general information only and is not a substitute for legal advice. Naitei withdrawal is one of the more sensitive HR matters under Japanese case law; the grounds are narrow and the procedural expectations are strict. Before issuing any 内定取消通知書 to an actual candidate, have the final wording and the underlying grounds reviewed by a labor and social security attorney (社会保険労務士) or qualified legal counsel.