How To Cancel A Job Interview (With Examples)

Knowing how to cancel a job interview is essential in today’s dynamic job market. Circumstances arise that may necessitate a cancellation, and there are completely valid reasons for doing so. Remember, there’s no need to feel ashamed or guilty about your decision.

In this article, you’ll discover the best strategies for managing interview cancellations and rescheduling, along with examples of cancellation messages and emails.

Key Takeaways:

• When canceling an interview, aim to notify the employer at least 24 hours in advance whenever possible.

• Cancel professionally and courteously to maintain a good rapport with the employer.

• Avoid fabricating reasons for cancellation, as this can lead to damaged relationships.

• Express your interest in rescheduling the interview to demonstrate continued enthusiasm for the position.

How to Cancel Your Job Interview

Knowing how to effectively cancel your job interview can pave the way for a smoother reschedule and help you maintain a positive relationship with the interviewer. Here are the steps to follow:

1. Notify in a Timely Manner. Cancel your interview at least 24 hours in advance if possible. This shows respect for the employer’s time and increases your chances of rescheduling.

2. Request to Reschedule. If unforeseen circumstances arise but you remain interested in the position, mention your desire to reschedule in your cancellation message. Propose alternative dates and times, and apologize for the inconvenience.

3. Be Concise and Professional. Whether or not you wish to reschedule, maintain politeness and professionalism. Aim to convey your message in a few brief sentences.

4. Include Interview Details. Mention the date, time, location, and job title to assist the employer in quickly identifying your interview.

5. Avoid Burning Bridges. Maintain professionalism throughout the cancellation process. A respectful approach helps preserve your relationship with the company.

Interview Cancellation Examples

Using the steps outlined, here are examples of interview cancellation emails:

1. Permanent Cancellation Example:

   Email Subject: Molly Parker: Interview Cancellation

   Dear Mr. Johnson,

   I regret to inform you that I must cancel my 5:30 pm interview for the Office Manager position scheduled for January 4th at your headquarters.

   Unfortunately, I am moving out of state within the next week and will no longer be available for the position.

   I apologize for the inconvenience and appreciate your understanding.

   Sincerely,
   Molly Parker

2. Reschedule Request Email Example:

   Email Subject: Samuel Fig: Interview Reschedule Request

   Dear Ms. Smith,

   I must reschedule my 11:15 am interview for the Head Gardener position scheduled on June 5th at your 533 Park Ln location due to a family emergency.

   If possible, could we reschedule for June 9th between 1-3 pm?

   Thank you for your time and consideration.

   Sincerely,
   Samuel Fig
   sfig@mail.com
   222-333-4444

3. Cancellation When You Have Another Job Offer Example:

   Email Subject: Jamie Davis: Interview Cancellation

   Dear Mr. Anderson,

   I need to cancel my 9:45 am interview for the Marketing Manager position scheduled on May 25th at your headquarters.

   Thank you for considering me for this position, but I have accepted another offer.

   I apologize for any inconvenience this may cause and wish you the best in your search.

   Sincerely,
   Jamie Davis

4. Cancellation When You Are No Longer Interested Example:

   Email Subject: Emily Wilson: Interview Cancellation

   Dear Mr. Martin,

   I must cancel my 1:15 pm interview for the Project Manager position scheduled on April 7th at your headquarters.

   Thank you for considering me, but after further thought, I have decided to pursue other opportunities.

   I appreciate your understanding and wish you all the best.

   Sincerely,
   Emily Wilson

Interview Cancellation Email Template

Here are two templates to assist you in composing your cancellation email. Customize them to fit your situation.

1. Permanent Cancellation Template:

   Email Subject: [Your Name] Interview Cancellation

   Dear [Interviewer’s Name],

   I am writing to inform you that I must cancel my [time] interview for the [position title] scheduled on [date] at [location].

   While I value the opportunity, I am no longer available for this position due to [insert reason].

   I apologize for any inconvenience this may cause and thank you for your understanding.

   Sincerely,
   [Your Name]

2. Reschedule Request Template:

   Email Subject: [Your Name] Interview Reschedule Request

   Dear [Interviewer’s Name],

   I regret to inform you that I must reschedule my [time] interview for the [position title] scheduled on [date] at [location].

   A conflict has arisen in my schedule [or insert reason], and I would appreciate the opportunity to reschedule for [new date] between [time].

   Thank you for your understanding and flexibility.

   Sincerely,
   [Your Name]
   [Your Email]
   [Your Phone Number]

Reasons for Canceling Your Interview

While the reason for your cancellation is important, the manner in which you cancel is even more critical. Professionalism is key. Here are some appropriate reasons for canceling your interview:

• You’ve accepted another job offer that is preferable.
• There’s been an emergency change in your schedule.
• Your research on the company indicates that the position isn’t a good fit.
• The position is unrelated to your area of expertise.
• You’re shifting to a different field or returning to school for further education.
• You must relocate and can no longer commute to the office.

In many of these scenarios, you might also consider rescheduling your interview. As long as you communicate this in your message, you may be able to arrange a new time.

Interview Cancellation Mistakes

While there is a proper way to cancel an interview, several mistakes can jeopardize your professional reputation. Here are common pitfalls to avoid:

• Procrastination. As soon as you decide to cancel, contact the hiring manager or recruiter. Delaying this communication may damage your relationship with the company.
• Canceling Without Valid Reasons. Don’t assume that rescheduling will reflect poorly on you. If you have a legitimate reason, it’s better to reschedule than to miss the interview altogether.
• Failing to Cancel When Disinterested. It’s important to cancel if you have no intention of taking the job, as it shows respect for the time and resources of both parties.
• Burning Bridges. If you decide to cancel due to negative findings about the company, express your reasons diplomatically. Avoid criticizing the organization or its representatives, which could harm your reputation.

When to Reschedule Your Interview

If rescheduling is necessary, craft an appropriate email addressing your cancellation while requesting a new interview date.

• Consider Your Reason. If your reason is valid, it’s appropriate to ask for a reschedule.
• Avoid Rescheduling for Trivial Reasons. If your reason for missing the interview stems from a lack of commitment, it’s not advisable to request a new date.
• Know Your Value. If you believe this opportunity is significant, communicate your needs professionally, and the employer will likely appreciate your integrity.
• Be Prepared. Always have a backup date in mind and be flexible with your potential employer. Remaining courteous improves your chances of securing a new interview.

Interview Cancellation FAQ

1. What do you do when you don’t want to reschedule?

   Maintain a polite demeanor when canceling or declining interview offers. Be honest and straightforward, while ensuring a professional attitude. Confirm that the employer receives your cancellation email and politely decline any alternative offers.

2. How do you cancel an interview because of another job offer?

   When canceling due to another job offer, inform the employer immediately via call or email. Clearly state your situation and follow the same cancellation protocols.

3. Is it unprofessional to cancel an interview?

   Cancelling an interview is not inherently unprofessional; however, it can reflect poorly on you if not communicated properly. If you are certain you do not want the position, canceling is beneficial for both parties moving forward.

4. Is it rude to cancel an interview on the day of?

   Cancelling an interview on the same day can be perceived as inconsiderate. Aim to provide at least 24 hours’ notice whenever possible, demonstrating respect for the interviewer’s time and facilitating the rescheduling process.

Final Thoughts

No, cancelling an interview is not unprofessional—provided it is handled appropriately. Communicate promptly, include all relevant interview details, and offer a brief explanation. By following these best practices, your cancellation will be viewed as respectful and professional.

Author

Jack Flynn

Jack Flynn is a writer for Zippia. In his professional career he’s written over 100 research papers, articles and blog posts. Some of his most popular published works include his writing about economic terms and research into job classifications. Jack received his BS from Hampshire College.

Expert

Denise Bitler, CPRW, CDBW, MRW

Denise Bitler has 30+ years of HR experience working in various industries and with all level of employees from hourly through C-suite, as well as company Board Members.She is the founder of Resume-Interview Success, LLC and is an expert in best practices related to resume, cover letter, and Executive bio writing, LinkedIn Profile optimization, job search strategies, and interview coaching.