How to Inform a Client When a Candidate Can No Longer Continue Due to Personal Issues

Certainly! Here is the revised version of your email draft:

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Subject: Notification of Candidate's Inability to Continue Employment Due to Personal Reasons

Dear [Client's Name],

I hope this message finds you well. I am writing to inform you that the candidate assigned to [specific role/project] will no longer be able to continue his duties with our organization due to personal reasons.

We understand the importance of having a dedicated team member on board, and we are actively working to ensure a smooth transition during this period. We are committed to providing support to minimize any disruptions that may occur as a result of this change.

Please be assured that we are taking steps to address the situation promptly and effectively. If you have any concerns or require further information, please do not hesitate to reach out to me directly.

Thank you for your understanding and cooperation in this matter. We appreciate your continued partnership.

Best regards
[Your Position]
[Your Contact Information]

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I hope this helps! Let me know if you need any further assistance.

If so, are you prepared to send someone else as a replacement for the person who left your team? If yes, you can state it convincingly, referencing the relevant clause in your agreement. This should serve your purpose if this arrangement is acceptable to them. You may communicate with them as follows:

Replacement for Mr. [Name] who left our team effective [date]

This is in reference to our agreement dated [date] for providing suitable manpower as per clause No. [clause number]. We regret to inform you that Mr. [Name], who was assigned to your company and was working in [department], has abruptly left our service without prior notice. We understand that his absence may have caused inconvenience in carrying out your daily responsibilities. To fill the vacancy, we are assigning Mr. [New Employee] as his replacement immediately, with appropriate instructions. Please authorize and make any necessary arrangements.

We sincerely apologize for any inconvenience caused and ask for your understanding regarding this matter. We assure you that we remain committed to fulfilling the responsibilities entrusted to us diligently.

We anticipate your approval of this arrangement and appreciate your support.

Thank you,

HR