How to Cancel an Interview by Email (Examples)

Here's to write and send a "cancel interview email." Occasionally, throughout the hiring process, an unforeseen circumstance may cause you to cancel an interview. By calling or emailing the company or interviewer to inform them of your cancellation, you may preserve a professional relationship with the company and interviewer.

cancel interview email

Understanding the cancellation process can serve as guidance for remaining polite and adhering to fundamental business manners.

Why would you want to reschedule an interview?

You may need to postpone an interview for a variety of reasons, including the following:

  • You've been offered a position by another firm.
  • You gained further knowledge about the business or job and realized that you were not a good fit.
  • You've chosen to change careers or return to school.
  • You are relocating and are unable to commute to the company's location.

By canceling your interview as quickly as possible, you allow the prospective company to proceed with its hiring process without considering you. It can assist the interviewer in rescheduling their time to accommodate the interviewee's demands. Notifying the hiring manager of your cancellation demonstrates your professionalism and enables you to keep in communication with the recruiting manager. This is especially critical if you anticipate applying with them again in the future.

You may be required to reschedule your interview in some instances. If you intend to reschedule, ensure that you have a list of alternate times available so that you can begin preparing for the interview promptly.

cancel interview email

How to cancel a phone interview or email interview through phone call or email

The following are crucial actions to follow when canceling an interview through email:

  • Notify them as soon as possible.
  • Prepare to reschedule if necessary.
  • Be succinct and polite.
  • Mention the specifics of the interview.

Provide notification as soon as possible

If you need to cancel an interview, you should notify the recruiting manager immediately. This is particularly critical if you wish to reschedule. Attempt to cancel your interview at least a day in advance, if possible. Giving adequate warning demonstrates consideration for their time and aids in the rescheduling process.

You can either phone or send an email, depending on how you've been interacting with the recruiting manager. If you need to cancel with little notice, you should phone to ensure that your message is delivered promptly. If you've been engaging with the interviewer by email, you can send a reminder email at least one day before the interview.

Arrange for another interview date/time if necessary

If you are unable to attend the interview due to unforeseeable circumstances, you may still reschedule. Call or contact the interviewer to confirm your availability for an interview, apologize for the inconvenience, and reaffirm your interest in the employment. It may be beneficial to explain your reason for postponing so they are aware of the situation. If you are a good applicant, the hiring manager may be willing to work with you to schedule an interview at a later date.

Be succinct and polite

You are not required to provide a reason for canceling an interview, however, providing one is usual in this situation. If you must provide an explanation, keep it brief and professional. You can clarify with a phrase or two.

Be respectful, even more so if you anticipate applying for another employment with the same firm or even hiring a manager in the future. Apologize for the cancellation and express gratitude for the individual's time. Being courteous might aid in the maintenance of your professional network.

Mention the specifics of the interview

When you phone or send an email, make sure to include the interview date, time, and place. Include the position for which you intend to interview as well. Hiring managers may be interacting with a large number of candidates for various positions concurrently, so you should make it as simple as possible for them to recognize you. Include specifics to assist them in locating your interview slot on the schedule and scheduling their time accordingly.

Email templates for interview cancellations

Use the following templates to assist you in writing your own letter of postponing or canceling an interview:

Email template for cancelling

Subject: [Your name]—Cancellation of interview—[Company name]

Respected [interviewer's surname],

We appreciate your contacting me regarding the vacant [job title] at [business name]. I'm writing to inform you that I will be unable to attend the interview arranged for [day and time] at [interview location].

While I appreciate the offer, I am unable to fill this position at the moment. [If relevant, include a rationale.]

I regret for any difficulty caused and would want to express my heartfelt appreciation for your time and thoughtfulness.

With sincere regards,

[Your name]

Email template for rescheduling

Subject: [Your first and last names]—[Company name]

Dear [Interviewer's first name],

We appreciate your contacting me regarding the vacant [job title] at [business name]. I'm writing to inform you that I will be unable to attend the interview arranged for [day and hour] at [business location]. [Include a brief justification.]

Could the interview be rescheduled for [include date]? If that is the case, [specify day and time] would be ideal for me.

I regret for any difficulty caused and would want to express my heartfelt appreciation for your time and thoughtfulness.

Sincerely,

[Your given name]

[Your contact details]

Example of a cancellation email

Subject: Patrick David—Cancellation of interview

Mr. Simons,

I appreciate the opportunity to interview for Software Engineer at XYZ Company. I am writing to inform you that I will be unable to attend the interview set for March 12 at 2:00 p.m. at your headquarters.

While I appreciate the offer, I am unable to interview for this position at this time. I've chosen to relocate to another state in order to be closer to family members.

I regret any difficulty caused and would want to express my heartfelt appreciation for your time and thoughtfulness.

Sincerely,

Patrick David

Example two of a cancellation email

Subject: Bryan Pane—Reschedule interview

Dear Mrs. Smith,

I appreciate the opportunity to interview for cashier at ZYS Company. I'm writing to inform you that I'm canceling the interview set for July 5th at 3 p.m. I'm required to cover a shift for a coworker who is absent due to a family emergency.

Could the interview be rescheduled for July 12? If that is the case, 3 p.m. would be ideal for me.

I regret any difficulty caused and would want to express my heartfelt appreciation for your time and thoughtfulness.

Sincerely,

[email protected]

Bryan Pane

540-938-9477

Common FAQ's

Questions from job seekers.

How do you cancel an interview without burning bridges?

To cancel a job interview without burning bridges, follow these steps:

  • Make an advanced notice of the cancellation.
  • Make direct contact.
  • Be honest with your reasons.
  • Ask for a reschedule.
  • Thank them for the opportunity.
  • Apologize for cancelling the job interview or job interviews.
  • Send a personal note.
  • Keep it short and concise.

Is it unprofessional to cancel an interview?

Technically, yes. Any interview cancellation, that is last minute, is considered unprofessional. If the interview is rescheduled, that's another story. Though, it's not as bad as not showing up for the interview, entirely. Not only is failing to cancel a job interview in advance impolite, but it is also extremely unprofessional. The worst thing you can do is neglect to provide notice and notify the company that you will be unable to attend the job interview.

How do you apologize for having to cancel an interview?

Be open and honest about why you're having to cancel the scheduled interview. If the reason is that you have an outstanding job offer that you expect to sign, be sure to be open about that. And say something along the lines of, "I've received a job offer and plan to close my job search."

When apologizing for any inconvenience, be sincere.

Should I include the interview details in the email?

Yes, include the date and time so the recruiter, HR manager, or hiring manager has the correct context for who you are.

Should I say that I have to cancel my upcoming interview due to "unforeseen circumstances?"

This can sound vague and dishonest. While this can follow basic business etiquette and formal writing style, it's best in this situation to be open and honest about why you're sending the interview cancellation email.

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author: patrick algrim
About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, American Express, Reader's Digest, LiveCareer, Zety, Yahoo, Recruiter.com, SparkHire, SHRM.org, Process.st, FairyGodBoss, HRCI.org, St. Edwards University, NC State University, IBTimes.com, Thrive Global, TMCnet.com, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

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