During the hiring process, you may encounter an event that requires you to cancel an interview. Calling or emailing a cancellation notice allows you to maintain a professional connection with the company and interviewer. Learning the steps for canceling can serve as a guide for being polite and following basic business etiquette. In this article, we discuss how to cancel an interview and provide a template and example for canceling an interview via email.
Related: .css-1v152rs{border-radius:0;color:#2557a7;font-family:”Noto Sans”,”Helvetica Neue”,”Helvetica”,”Arial”,”Liberation Sans”,”Roboto”,”Noto”,sans-serif;-webkit-text-decoration:none;text-decoration:none;-webkit-transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);border-bottom:1px solid;cursor:pointer;}.css-1v152rs:hover{color:#164081;}.css-1v152rs:active{color:#0d2d5e;}.css-1v152rs:focus{outline:none;border-bottom:1px solid;border-bottom-color:transparent;border-radius:4px;box-shadow:0 0 0 1px;}.css-1v152rs:focus:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}.css-1v152rs:hover,.css-1v152rs:active{color:#164081;}.css-1v152rs:visited{color:#2557a7;}@media (prefers-reduced-motion: reduce){.css-1v152rs{-webkit-transition:none;transition:none;}}.css-1v152rs:focus:active:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}21 Job Interview Tips: How To Make a Great Impression.css-r5jz5s{width:1.5rem;height:1.5rem;color:inherit;display:-webkit-inline-box;display:-webkit-inline-flex;display:-ms-inline-flexbox;display:inline-flex;-webkit-flex:0 0 auto;-ms-flex:0 0 auto;flex:0 0 auto;height:1em;width:1em;margin:0 0 0.25rem 0.25rem;vertical-align:middle;}
Key takeaways:
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Before canceling an interview, be certain and ask if you can’t simply reschedule.
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Be polite and prompt, responding within 24 hours so the recruiter can plan accordingly.
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Ask if they have any questions or require any additional information. Refer another candidate if appropriate.
Before canceling an interview, be certain and ask if you can’t simply reschedule.
Before canceling an interview, be certain and ask if you can’t simply reschedule.
Be polite and prompt, responding within 24 hours so the recruiter can plan accordingly.
Be polite and prompt, responding within 24 hours so the recruiter can plan accordingly.
Ask if they have any questions or require any additional information. Refer another candidate if appropriate.
Ask if they have any questions or require any additional information. Refer another candidate if appropriate.
Why should you cancel an interview?
You may need to cancel an interview for several reasons, including:
- .css-1g5t2dl{font-family:”Noto Sans”,”Helvetica Neue”,”Helvetica”,”Arial”,”Liberation Sans”,”Roboto”,”Noto”,sans-serif;font-weight:inherit;color:#595959;font-size:1.25rem;line-height:1.5;color:#2d2d2d;margin-bottom:0;font-size:1rem;margin-top:1.5rem;}html[lang=ja] .css-1g5t2dl{font-size:1rem;line-height:1.75;}@media screen and (min-width: 62em){.css-1g5t2dl{font-size:1.25rem;margin-top:2.5rem;}}
You received a job offer from another company.
- .css-1g5t2dl{font-family:”Noto Sans”,”Helvetica Neue”,”Helvetica”,”Arial”,”Liberation Sans”,”Roboto”,”Noto”,sans-serif;font-weight:inherit;color:#595959;font-size:1.25rem;line-height:1.5;color:#2d2d2d;margin-bottom:0;font-size:1rem;margin-top:1.5rem;}html[lang=ja] .css-1g5t2dl{font-size:1rem;line-height:1.75;}@media screen and (min-width: 62em){.css-1g5t2dl{font-size:1.25rem;margin-top:2.5rem;}}
You learned more about the business or position and determined you weren’t the right fit.
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You decided to change career paths or go back to school.
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You need to move and cannot commute to the company’s location.
You received a job offer from another company.
You received a job offer from another company.
You learned more about the business or position and determined you weren’t the right fit.
You learned more about the business or position and determined you weren’t the right fit.
You decided to change career paths or go back to school.
You decided to change career paths or go back to school.
You need to move and cannot commute to the company’s location.
You need to move and cannot commute to the company’s location.
Canceling your interview as soon as you can allow the potential employer to continue their hiring process without considering you. It can help the interviewer reschedule their time to fit their needs. Canceling with notice can also demonstrate your professionalism and can help you maintain contact with the hiring manager. This is especially important if you think you may want to apply with them again in the future.
In some cases, you may need to reschedule your interview. If you plan to reschedule, make sure you have a list of alternative times in which you’re available so you can prepare for the interview immediately.
How to cancel an interview by phone or email
Here are the critical steps for canceling an interview via email:
1. Give your notice as soon as possible
When you’ve decided to cancel an interview, you should contact the hiring manager as soon as possible. This is especially important if you want to reschedule. If feasible, try to cancel your interview at least a day in advance. Giving the proper notice shows respect for their time and will help with the rescheduling process.
Depending on how you’ve been communicating with the hiring manager, you can either call or send an email. If you need to cancel without much notice, you should call to deliver your message as quickly as possible. If you’ve been communicating with the interviewer via email, you can send an email at least a day in advance.
2. Plan to reschedule if needed
If you can’t attend the interview due to unforeseen circumstances, you can still attempt to reschedule. Call or email with the times you are available for an interview, apologize for the inconvenience and reassure the interviewer that you’re still interested in the position. It can be helpful to offer your reason for rescheduling so they understand the circumstances. If you’re a strong candidate, the hiring manager may be willing to work with you to find another time to interview.
3. Be brief and courteous
When canceling an interview, you don’t need to give a reason, though offering one is common in this scenario. If you do give a reason, make sure to be brief and professional. You can explain in one or two sentences.
Be courteous, especially if you think you might apply for another position with the same company or even the same hiring manager in the future. Apologize for the cancellation and thank the individual for their time. Being polite can help you maintain your professional network.
4. Mention the interview details
When you call or email, be sure to mention the date, time and location of the interview. Include the position you planned to interview for as well. Hiring managers may work with many candidates for different positions simultaneously, so you should make it as easy as possible for them to identify you quickly. Including the details can help them find your interview slot on the calendar and plan their time accordingly.
Related: .css-1v152rs{border-radius:0;color:#2557a7;font-family:”Noto Sans”,”Helvetica Neue”,”Helvetica”,”Arial”,”Liberation Sans”,”Roboto”,”Noto”,sans-serif;-webkit-text-decoration:none;text-decoration:none;-webkit-transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);border-bottom:1px solid;cursor:pointer;}.css-1v152rs:hover{color:#164081;}.css-1v152rs:active{color:#0d2d5e;}.css-1v152rs:focus{outline:none;border-bottom:1px solid;border-bottom-color:transparent;border-radius:4px;box-shadow:0 0 0 1px;}.css-1v152rs:focus:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}.css-1v152rs:hover,.css-1v152rs:active{color:#164081;}.css-1v152rs:visited{color:#2557a7;}@media (prefers-reduced-motion: reduce){.css-1v152rs{-webkit-transition:none;transition:none;}}.css-1v152rs:focus:active:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}How To Prepare for an Interview.css-r5jz5s{width:1.5rem;height:1.5rem;color:inherit;display:-webkit-inline-box;display:-webkit-inline-flex;display:-ms-inline-flexbox;display:inline-flex;-webkit-flex:0 0 auto;-ms-flex:0 0 auto;flex:0 0 auto;height:1em;width:1em;margin:0 0 0.25rem 0.25rem;vertical-align:middle;}
Interview cancellation email templates
Use these templates for rescheduling or canceling an interview to help you write your own:
Cancellation email template
Subject: [Your name]—Interview cancellation
Dear [interviewer’s name],
Thank you for contacting me regarding the open [position name] available at [company name]. I am reaching out to let you know that I need to cancel the interview scheduled for [date and time] at [interview location].
While I do appreciate the opportunity, I am no longer available for this position. [Include reason if applicable.]
I apologize for any inconvenience and sincerely appreciate your time and consideration.
Sincerely,
[Your name]
Reschedule email template
Subject: [Your name]—Reschedule interview
Dear [interviewer’s name],
Thank you for contacting me regarding the open [position name] available at [company name]. I am reaching out to let you know that I need to cancel the interview scheduled for [date and time] at [company location]. [Include a brief reason.]
Would it be possible to reschedule the interview for [include date]? If so, [specify date and time] would work best for me.
I apologize for any inconvenience and sincerely appreciate your time and consideration.
Sincerely,
[Your name]
[Your contact information]
Related: .css-1v152rs{border-radius:0;color:#2557a7;font-family:”Noto Sans”,”Helvetica Neue”,”Helvetica”,”Arial”,”Liberation Sans”,”Roboto”,”Noto”,sans-serif;-webkit-text-decoration:none;text-decoration:none;-webkit-transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);transition:border-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),background-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),opacity 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-color 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-style 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-bottom-width 200ms cubic-bezier(0.645, 0.045, 0.355, 1),border-radius 200ms cubic-bezier(0.645, 0.045, 0.355, 1),box-shadow 200ms cubic-bezier(0.645, 0.045, 0.355, 1),color 200ms cubic-bezier(0.645, 0.045, 0.355, 1);border-bottom:1px solid;cursor:pointer;}.css-1v152rs:hover{color:#164081;}.css-1v152rs:active{color:#0d2d5e;}.css-1v152rs:focus{outline:none;border-bottom:1px solid;border-bottom-color:transparent;border-radius:4px;box-shadow:0 0 0 1px;}.css-1v152rs:focus:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}.css-1v152rs:hover,.css-1v152rs:active{color:#164081;}.css-1v152rs:visited{color:#2557a7;}@media (prefers-reduced-motion: reduce){.css-1v152rs{-webkit-transition:none;transition:none;}}.css-1v152rs:focus:active:not([data-focus-visible-added]){box-shadow:none;border-bottom:1px solid;border-radius:0;}How To Write a Professional Email.css-r5jz5s{width:1.5rem;height:1.5rem;color:inherit;display:-webkit-inline-box;display:-webkit-inline-flex;display:-ms-inline-flexbox;display:inline-flex;-webkit-flex:0 0 auto;-ms-flex:0 0 auto;flex:0 0 auto;height:1em;width:1em;margin:0 0 0.25rem 0.25rem;vertical-align:middle;}
Interview cancellation email examples
These examples follow the provided templates:
Cancellation email example
Subject: Josie Mong—Interview cancellation
Dear Mr. Lee,
Thank you for contacting me regarding the open database administrator role available at MegaSports. I am reaching out to let you know that I need to cancel the interview scheduled for March 8 at 2 p.m. at your headquarters.
While I do appreciate the opportunity, I am no longer available to interview for this position. I have decided to move abroad to be closer to my family.
I apologize for any inconvenience and sincerely appreciate your time and consideration.
Sincerely,
Josie Mong
Reschedule email example
Subject: Alexa Rodriguez—Reschedule interview
Dear Ms. Diaz,
Thank you for contacting me regarding the open cashier position available at Cheer Time USA. I am reaching out to let you know that I need to cancel the interview scheduled for July 2 at 3 p.m. I need to cover a coworker’s shift who is taking time off for a family emergency.
Would it be possible to reschedule the interview for July 3? If so, 3 p.m. would work best for me.
I apologize for any inconvenience and sincerely appreciate your time and consideration.
Sincerely,
Alexa Rodriguez
[email protected]
859-990-4455