Sometimes, the best laid plans fall apart. Whether you're the hiring manager or an employee seeking a new role, interviews may get canceled. No matter which side of the table you're on, it falls to you to cancel these professionally.
Recruitment doesn’t always go smoothly, so it’s useful to have a few go-to templates in the locker if you need to cancel an interview. Being able to cancel interviews politely and professionally lets you take care of candidates without losing them from your candidate pool.
Sometimes, the employer cancels your interview. Over 40% of job candidates have experienced a job interview being canceled or rescheduled. Reasons vary for canceled interviews. That’s why it’s crucial to have more than one cancel interview email template you can rely on.
Although you may be excited for your new opportunity, you might need to cancel an interview, but you want to do so professionally to leave a good impression on the interviewer and the hiring company. Approximately 40% of hiring managers view interview cancellations negatively if not done professionally.
So, is it unprofessional to cancel an interview?
Of course not, sometimes circumstances change and it would be rude not to cancel. But how you cancel an interview with candidates matters.
Note: if you’re a candidate that needs to cancel an interview by email, skip to the “cancel an interview by email” sample at the bottom of this article.
Can you use AI to write an email cancelling for you?
You sure can! Try it right now using this Magical template generator. Just ask the generator to 'write an email cancelling a job interview because my dog was up all last night puking.' Boom—in a few seconds, you have an AI-crafted email template ready to send. You can even set the tone of the email to make sure you sound appropriately 'empathetic' or 'formal.' To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.
How to cancel an interview without burning bridges
A phone call is a preferred way to inform candidates that their interview has been canceled, particularly if it was scheduled for that day.
A phone call gives candidates space to ask questions if they need to.
But, if the candidate pool is still quite large, calling around is time-consuming. You may not reach everyone in time.
In these cases, a cancel interview email is best. Sending a cancellation email is the most common way to inform the interviewer. Regardless of the reason you’re canceling, the same rules will apply.
Get straight to the point in the subject line:
This lets the candidates know this email needs to be opened — ASAP.
Use the candidate’s name:
Personal touches matter. Generalized emails come across as cold and uncaring.
Show empathy in your opening lines:
A lot of effort goes into preparing for interviews. Showing respect for a candidate’s feelings helps to maintain better relationships.
Give an honest reason for the cancellation:
It could be that the company decided to put the position on hold. Or the interviewer may have an unexpected conflict of schedule. Whatever it is, be honest.
End honestly but positively:
If the interview is to be rescheduled, let the candidate know you’ll be in touch. If the position has closed let them know. If you plan to be in touch about similar opportunities, say so.
If the interview is coming up quickly, however, you'll want to call them in addition to emailing.
If you know that you need to cancel your job interview, provide the appropriate parties with advance notice. Inform them of your cancellation as soon as possible. Call directly to ensure they receive your message promptly if it is last minute. If you get their voicemail, leave a message and follow up with an email to cover all your bases.
-Jack Kelly
How do you politely cancel an interview by email?
So, we have all of the ingredients, but how do we mix those together for different kinds of candidates and cancellations?
Template 1: How to cancel someone's interview due to a closed position
When there’s no need to reschedule because the business has closed the position, this email politely and kindly lets candidates know their interview has been canceled through no fault of their own.
Subject line: Interview for {position name} on {date and time} canceled
Hi {NAME},
I’d like to let you know that, unfortunately, {INSERT COMPANY NAME} has closed hiring for {INSERT POSITION NAME}.
Although your qualifications and experience met the role requirements, {INSERT COMPANY NAME}’s hiring plans have changed. All positions have been put on hold indefinitely. I understand how frustrating this can be and can only apologize for the inconvenience.
I’ve been impressed with both your qualifications and conduct throughout the hiring process. I would love to keep you posted about similar roles if this would suit you.
Thank you again for your effort and the time taken to apply for the {INSERT POSITION NAME} with {INSERT COMPANY NAME}. Please accept my sincerest apologies for the inconvenience caused.
Kind regards,
{SIGNATURE}
Note: Using the Magical text expander in combo with email templates means you can send personalized emails to candidates in seconds without having to type out the same messages time and time again. Just summon your frequently-used phrases in a couple of keystrokes, populate candidate details automatically, and customize whichever parts you want.
You can download Magical for free. No complex setup required—it just works like a charm.
Template 2: How to cancel an interview and reschedule by email
Sometimes it’s just unforeseen events that get in the way of interview schedules. When this happens, it’s best to cancel an interview via email and reschedule in the same message.
Links direct to the interview calendar will make the process more manageable for both you and the candidate. Using apps like Calendly or Acuity helps.
Subject line: Interview for {position name} to be rescheduled
Hi {NAME},
Unfortunately, due to scheduling conflicts for the {INSERT COMPANY NAME} hiring manager, your interview for {INSERT POSITION NAME} on {INSERT DATE AND TIME} needs to be canceled and rescheduled.
To ensure we quickly find a date and time to suit you, I am providing access to an {INSERT COMPANY NAME}’s interview calendar for next month. Please click the link to select the date and time that suits you.
Please accept my sincerest apologies for the inconvenience caused. If you have any questions or need help rescheduling, please let me know.
Kind regards,
{SIGNATURE}
Template 3: Canceling an interview for a personal emergency
No one ever plans to have emergencies happen when you have an interview. Yet it still happens-often. When it does, use this template:
Subject: Interview Cancellation - [Your Name]
Dear [Interviewer's Name],
I regret to inform you that due to an unexpected personal emergency, I must cancel our scheduled interview for the [Position Name] on [Date and Time]. I sincerely apologize for any inconvenience this may cause.
I am still very interested in the opportunity and hope we can reschedule the interview for a later date. Please let me know your availability in the coming weeks.
Thank you for your understanding.
Best regards, [Your Name]
Template 4: Canceling an interview because you have a scheduling conflict
Sometimes, especially if you're setting up a lot of interviews, you can overbook yourself. When that happens, use this template:
Subject: Need to Reschedule Interview - [Your Name]
Dear [Interviewer's Name],
I am contacting you regarding the interview scheduled for the [Position Name] on [Date and Time]. Unfortunately, due to a scheduling conflict, I will not be able to attend the interview at the proposed time.
I am still very interested in the position and hope we can find an alternative date and time that works for both of us. Please let me know your availability for rescheduling.
Thank you for your understanding and flexibility.
Sincerely, [Your Name]
Templates for Interviewees to Cancel Job Interviews
If you need to cancel a job interview coming up, try to do so professionally and with plenty of notice. If you don't intend to pursue the position, this frees up the company's time to instead
Template 1: Canceling an interview because you decided to go back to school full time
You decided to go back to school full time. Good for you! But you still need to let your almost employer know that you won't be interviewing with them. When that happens, use this template:
Subject: Interview Cancellation - [Your Name]
Dear [Interviewer's Name],
I hope this email finds you well. I am writing to inform you of a significant change in my circumstances that impacts my availability. Since scheduling our interview for the [Position Name] on [Date and Time], I have made the decision to return to school full-time to pursue further education.
This decision was not made lightly, and as a result, I must respectfully cancel our upcoming interview. I am very grateful for the opportunity to interview with [Company Name] and for the consideration extended to me. It is my sincere hope that this decision will not cause any inconvenience to you or your team.
I remain very impressed with [Company Name] and its mission, and I hope there might be an opportunity to reconnect in the future once I have completed my academic pursuits.
Thank you very much for your understanding and support regarding this decision. I wish you and your team all the best in finding the right candidate for the position.
Best regards, [Your Name]
Template 2: Canceling due to accepting another offer
It’s not just recruiters who need to cancel interviews or reschedule. Candidates may have a better job offer waiting or simply decided a company isn’t the best fit for their career aspirations.
When this is the case, canceling interviews politely by email is the accepted professional response. When writing cancellation emails for interviews, brevity is key.
It also helps to stick to the point and always be polite—you never know when you may cross paths with these people in the future.
Subject line: {Your name} - Interview on {date and time} with {Company Name}
Hi {HIRING MANAGER/RECRUITMENT AGENT NAME},
Thank you for your interest in my application and the offer to interview with {COMPANY NAME}.
Unfortunately, I must cancel the interview as I have recently accepted a job offer at another company.
I appreciate your time and apologize for any inconvenience this may cause. Thanks once again for your time and consideration.
Best wishes
{SIGNATURE}
Template 3: Canceling your interview to withdraw from the process
If you decide to terminate the application process because you feel the position isn’t suitable, it still pays to be polite and respectful. There is no need to go into great detail.
Subject line: Interview for {position name} on {date and time} - {Your Name}
Hi {HIRING MANAGER/RECRUITMENT AGENT NAME},
Thank you for your interest in my application and the offer to interview with {COMPANY NAME}.
Although I do appreciate the opportunity, I am no longer available for this position.
I appreciate your time and apologize for any inconvenience this may cause. Thanks once again for your time and consideration.
Sincerely
{SIGNATURE}
FAQ's About Canceling An Interview
Is it acceptable to cancel a job interview?
Yes, it is acceptable to cancel a job interview if you have a valid reason. However, it's important to do so as professionally and respectfully as possible to maintain a good relationship with the employer.
How should I cancel a job interview?
The best way is to send a formal email or make a phone call to the hiring manager or the recruitment team. Be sure to express your gratitude for the opportunity and clearly state your reason for canceling.
When should I inform the employer about canceling the interview?
Inform the employer as soon as you decide not to proceed with the interview. This shows respect for their time and allows them to adjust their schedules or make arrangements for other candidates.
Can canceling an interview affect my chances with the company in the future?
It can, depending on how you handle the situation. If you cancel respectfully and with a valid reason, most employers will understand. However, canceling at the last minute without a good reason might affect future opportunities with the company.
What reasons are generally considered acceptable for canceling a job interview?
Acceptable reasons include personal emergencies, health issues, accepting another job offer, significant changes in personal circumstances (like going back to school), or realizing that the job is not a good fit.
Should I offer to reschedule the interview?
If you are still interested in the position and your reason for canceling is temporary, it’s polite to offer to reschedule. However, if you’re no longer interested or your circumstances won’t change, it’s better to be honest about it.
What if I decide to cancel because I've accepted another job offer?
Inform the employer promptly and thank them for their consideration. It's common for candidates to halt their job search upon accepting an offer, and most employers understand this.
Is it necessary to provide a detailed reason for canceling?
You should provide a reason, but it doesn’t have to be overly detailed. Be honest and concise; there is no need to go into personal details if it's not comfortable or necessary.
Can I cancel an interview via text or social media?
It’s not recommended to cancel an interview through informal channels like text or social media unless you've been primarily communicating that way. Email or a phone call is more professional.
What if I change my mind after canceling an interview?
If you change your mind, you can reach out to the employer to see if the opportunity is still available. Be honest about your situation and express your continued interest in the role.
When you need to cancel interviews by email, stick with brevity and don’t be afraid to show empathy for the other party and gratitude for the opportunity.
Happy interviewing!
