Needing to cancel a scheduled job interview can be a stressful situation. Many people worry about appearing unprofessional or burning a bridge with a potential employer. The process, however, can be handled smoothly and professionally. This guide provides a straightforward approach to canceling an interview in a way that maintains your positive reputation.
When to Cancel an Interview
The most important factor when canceling an interview is timing. You should notify the hiring manager or recruiter as soon as you know you are unable to attend. Providing ample notice is a clear sign of respect for the time interviewers have set aside in their schedules. Their days are often tightly planned, and early notification allows them to adjust their calendars.
The amount of notice you can provide may also influence how you communicate the cancellation. While an email is standard for advance notice, a more direct method might be necessary for a last-minute change. Giving notice, regardless of how late, is always preferable to not showing up at all.
How to Professionally Cancel
The method you choose to cancel depends largely on your timing. For cancellations made with more than a day’s notice, email is the standard form of communication. It provides a written record and allows the hiring manager to process the information at their convenience without interrupting their workflow.
If a cancellation is unavoidable on the morning of the interview, a direct phone call is the more considerate option. This ensures the message is received immediately, preventing interviewers from waiting for a candidate who will not arrive. Regardless of the method, your tone should remain polite, appreciative, and concise.
What to Include in Your Cancellation Message
Your cancellation message, whether by email or phone, should be clear and contain specific information to avoid confusion. Start with a direct and informative subject line, such as “Interview Cancellation – [Your Name],” so the purpose of your message is immediately understood. In the body of the message, state directly that you need to cancel your interview and mention the specific job title, date, and time.
It is good practice to provide a brief, professional reason for the cancellation, such as accepting another offer, a change in personal circumstances, or deciding the role is not the right fit. Avoid oversharing personal details; a simple and honest explanation is best.
Always include a sincere apology for any inconvenience your cancellation may cause. Conclude your message with a professional closing, thanking them for the opportunity and their consideration. This maintains a positive connection and leaves the door open for future possibilities.
Here is a simple template you can adapt:
Subject: Interview Cancellation – [Your Name]
Dear [Interviewer’s Name],
Thank you for the opportunity to interview for the [Job Title] position. I am writing to inform you that I need to cancel our scheduled interview on [Date] at [Time].
[Insert a brief, professional reason here. For example: I have recently accepted another position, or My professional circumstances have changed, and I am withdrawing my application at this time.]
I sincerely apologize for any inconvenience this may cause. I appreciate your time and consideration and wish you the best in finding a suitable candidate for the role.
Sincerely,
[Your Name]
Handling a Reschedule Request
There are situations where you may need to move an interview rather than cancel it entirely. This approach is best reserved for unavoidable conflicts, such as a sudden illness, a family emergency, or unexpected car trouble. When requesting to reschedule, your message should clearly state your continued interest in the position.
Your communication should still be prompt and apologetic, but the core message shifts from withdrawal to a request for flexibility. You can adapt your cancellation message by replacing the statement of withdrawal with a clear request to find a new time. For instance, you might say, “Unfortunately, due to an unexpected personal emergency, I am unable to make our scheduled interview. I remain very interested in this opportunity and would be grateful for the chance to reschedule.”
When asking to reschedule, it is helpful to offer a few alternative dates and times you are available. This shows proactiveness and makes it easier for the hiring manager to coordinate a new slot. For example, you could add, “I am available on [Day] and [Day] of next week. Please let me know if any of those times might work for you.”
What to Avoid When Canceling
To ensure your professional reputation remains intact, there are several mistakes to avoid. A major error is “ghosting,” which means not showing up for the interview without any communication. You should also avoid giving an overly long, dramatic, or fabricated excuse for your cancellation; a professional and brief reason is sufficient.