Job hunting is never easy.
It comes with a rigorous process, which includes the never-ending application submission and constant revision of cover letters for job opportunities.
This is why having multiple scheduled interviews lined up gives you a sense of fulfillment.
However, life takes unexpected turns that differ from our original plans.
It is acceptable to cancel an interview provided you conduct it properly.
Professionally canceling an interview saves everyone time and maintains respectful working relationships for potential future uses.
This article guides job hunters through proper interview cancellation methods, offering practical email examples.
When Should You Cancel an Interview
People must weigh all factors when deciding whether to pull out of scheduled interviews.
A record of sticking to planned commitments remains the convention, but valid circumstances might warrant canceling appointments for maximum professional conduct.
Your evaluation of personal situations must be accurate, and you need to analyze the potential effects on your professional track record and the organization conducting the interview.
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Acceptable Reasons For Canceling An Interview
Life happens, and employers understand that sometimes cancellations are unavoidable.
Here are legitimate reasons for canceling an interview:
- Accepting Another Job Offer: You’ve received and accepted an offer from another company that better aligns with your career goals. This is completely acceptable, as employers understand you’re likely interviewing with multiple organizations.
- Medical Emergencies: Sudden illness or family medical emergencies are valid reasons to cancel. No employer wants a sick candidate coming to the office or trying to perform well during an interview while unwell.
- Personal Emergencies: Losing a loved one or a dangerous occurrence within your family circle qualifies as a legitimate reason to postpone or eliminate the interview.
- Role Mismatch: If, after additional investigation, the job opening has specific features that are mismatched with your desired role regarding duties, financial elements, and workplace culture, the right course of action is to cancel, as it saves time for everyone involved.
When Canceling an Interview is Not a Good Idea
While genuine causes exist to cancel an interview, these situations below are not reasons to cancel your interview:
- Minor Schedule Conflicts: If a minor schedule conflict occurs, you should change your other obligations instead of canceling the interview.
- Interview Anxiety: A moderate level of interview-related nervousness does not justify cancellation because it is a normal reaction. Moving past your apprehension usually results in meaningful development.
- Weather Concerns: Weather warnings must be critical to cancel an interview appointment, but routine weather disruptions should not force a postponement. Instead, plan and leave early.
- Last-Minute Better Offer: If you receive another more appealing interview offer, it’s generally better to attend both unless you’ve already accepted another position.
How to Cancel an Interview Professionally (Step by Step)
Changes in planned activities may force you to cancel your scheduled interviews.
The following guide provides detailed instructions for cancellation procedures which can preserve professional relationships:
Step 1: Cancel as Soon as Possible
The first step involves canceling as soon as possible.
The timing of your interview cancellation decision emerges as a critical factor after making the decision.
Notifying the hiring manager early makes a professional impression and minimizes disruption of their hiring activities.
A same-day notification of your cancellation to the employer is a better alternative to last-minute cancellations and total non-attendance.
Remember that hiring managers and recruiters have dedicated substantial amounts of time to interviews, from preparation through evaluation.
Step 2: Choose the Best Method to Notify the Employer
The next step should include selecting an appropriate method for informing the employer about the cancellation.
You need to choose the correct communication platform when notifying about a cancellation.
Email is the preferred communication medium because the message remains transparent for future reference in case the recruiter needs to confirm when they can attend.
You should make a phone call for urgent cancellations since this approach demonstrates a higher degree of respect for the interviewer’s time.
Using telephone communication with email follow-up is crucial in urgent situations to guarantee your message reaches the recipient and creates an official recording.
Step 3: Keep Your Message Brief, Clear, and Polite
When crafting your cancellation message, focus on being concise while maintaining professionalism.
Your message must communicate that you are canceling and possibly provide contextual information. Additionally, show appreciation for the chance you received.
Present your explanation simply and use only essential facts about your situation.
Ensure they are honest and direct because this represents your optimal communication method.
Admit the disruption your cancellation creates to the recipient, followed by a professional apology.
Step 4: Proofread Before Sending Your Email
Proofread your email before you send it out.
Review your message for correct spelling of names and titles and verify professional tone during this review while making sure your grammar is spot on.
Your message should contain a clear subject line and complete necessary details.
A final evaluation helps maintain a professional appearance in your communication despite conveying possibly disappointing information.
Best Email Templates For Canceling An Interview
Here are some of the best email templates you can use to cancel an interview:
Template 1: Canceling Due to Accepting Another Offer
Subject: Interview Cancellation – [Your Name] – [Position]
Dear [Interviewer’s Name],
I hope this correspondence reaches you in good health. I am writing to withdraw the [Position] interview from our scheduled meeting at [date and time].
I accepted a position at another company, requiring me to pull out my application from your organization. I am grateful to [Company Name] for their position consideration and apologize for any interview disruptions caused by my decision to join another company.
I appreciate your acceptance of this request.
Best regards,
[Your Name]
Template 2: Canceling Due to Emergency
Subject: Urgent: Interview Cancellation – [Your Name]
Dear [Interviewer’s Name],
I am writing about the upcoming interview scheduled for [date and time]. An unexpected emergency compelled me to cancel our planned meeting, originally scheduled for [date and time].
Due to short notice and potential complications, I am sending my apology. Any opportunity to reschedule this interview meeting at a different time would be deeply appreciated.
Best regards,
[Your Name]
Template 3: Canceling To Reschedule
Subject: Request to Reschedule Interview- [Your Name]
Hello [Interviewer’s Name],
I need to modify my upcoming interview appointment slot for [Date and Time].
I am writing to modify my upcoming interview appointment slot for [Date and Time]. My recent illness has become so severe that I need to skip the scheduled job interview. I apologize deeply for creating such a burden.
At [Company], I want to join the team as [Position] while remaining adaptable to shift times. This upcoming [Day] will help me prepare better for the interview, so I plan to reschedule my appointment after this week if the company allows scheduling flexibility. Your backing holds significant value for me, so I look forward to hearing from you.
Best,
[Your Name]
What To Do After Cancelling An Interview
Here are tips on what to do after canceling an interview:
If You Still Want to Work at the Company in the Future
If the issue is time limitations and role mismatches, inform the hiring manager while showing continuous interest in future positions available in the organization.
A connection request through LinkedIn lets you contact recruiting staff or hiring managers to show serious interest in ongoing professional collaboration.
The following LinkedIn request shows one way to phrase your message:
Dear [Name],
I recently had to cancel our interview for [Position] at [Company], but I remain very interested in future opportunities. I’d love to stay connected and follow [Company]’s growth and achievements.
Best regards,
[Your Name]
Watch for job advertisement updates from the Company, and then wait at least three months before resuming your application to demonstrate respect for their hiring procedures.
If You’re No Longer Interested in the Role
On how to cancel an interview you are no longer interested in, focus on maintaining professionalism while being honest about your decision.
Thank the employer for their time and consideration, and provide brief, constructive feedback if asked.
While you may not be interested in this particular role, avoid burning bridges—you never know when your paths might cross again.
Consider sending a brief thank-you note to anyone who has spent time with you during the process, and ensure you remove the Company from your active application tracking to stay organized.
How to Stay Organized & Avoid Last-Minute Cancellations
With Undetectable AI, you can stay on top of your applications and avoid late-minute cancellations.
Here is how you can do it:
Use Auto Applier to Manage Your Applications
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Our robust application management system helps streamline your job search process in several ways:
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- Application Analytics: The platform provides comprehensive information regarding your application results, interview success statistics, and time durations for company responses.
- Email Integration: Email Integration enables users to link their email accounts for automatic document capturing and systematic job communication organization with potential employer messages.
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Combining these strong tools allows candidates to portray themselves as qualified applicants and handle their job search operations better, minimizing scheduling issues during interviews.
FAQ
How To Cancel an Interview As an Employer?
Employers must combine professionalism with courtesy when they need to cancel scheduled interviews.
Here is how to cancel as an employer:
Immediately contact the job candidate when the need for cancellation surfaces before delivering an honest explanation about the change.
When possible, you should offer rescheduling opportunities to the candidates and keep them updated through post-interview correspondence about cancellation details.
This shows that you respect the candidate’s time, and it will maintain your Company’s professional reputation.
How to Cancel an Interview Via Email?
To cancel an interview via email, you require careful attention to both content and format.
These are steps on how to cancel an interview via email. Your email must start with a precise subject line showing the reason for communication.
Your main message should combine a proper greeting with a direct announcement regarding the cancellation.
State your message directly, followed by appropriate clarification when necessary. Show your earnest apology while thanking the organization for the opportunity.
End with a professional closing and ensure your contact information is included.
How To Cancel An Interview If I’m No Longer Interested?
When canceling interviews because of low interest, you should utilize both honesty and professionalism.
Contact the hiring manager immediately to announce your withdrawal while presenting your reasons for doing so with diplomacy and directness.
Express appreciation for their time and consideration, and maintain a professional tone throughout the communication.
This approach helps preserve professional relationships and your reputation in the industry.
Conclusion
Hiring managers view interview cancellations as routine occurrences that do not worry them despite being a big deal for many candidates.
Avoid analyzing the situation further and simply express honesty when canceling an interview appointment.
However, if you are struggling with the right words for your cancellation email, sign up for Undetectable AI to generate an email template to help you cancel an interview with a hiring manager.