How to Cancel an Interview
Interview cancellation is a frequent event. It usually happens when candidates discover a mismatch between the position and the company after learning more about it. Many job seekers also decide to cancel this meeting when they get a better job offer.
Regardless of the reason, it is important to know how to cancel an interview professionally without making a bad impression. It’s not enough to just apologize for the inconvenience. Aside from being prompt and polite, consider rescheduling and referring to another candidate.
Here’s everything you need to know before canceling a job interview. In this article, you will find out how to do it by email or phone. We will also discuss the reasons (both good and bad) for canceling an interview and provide a few templates.
Reasons for Canceling an Interview: Why Should You Cancel?
Before making a decision about cancellation, be certain that you do, or if you can simply reschedule the interview. If you can’t for some reason, then you need to have a clear idea of what you want.
It’s crucial to be honest and forthright with the hiring managers about your reason(s) and inform them as soon as you can. People cancel job interviews for many different reasons, including:
- Receiving job offers from other companies
- Changing career paths
- Little interest in the role
- Going back to school
- Incompatibility with the role or the company
- Long distance between the job location and home
- Not the right fit
Make sure your reason is justified, valid, and acceptable. This may include things like an urgent family problem or an unexpected disease. Many people also cancel it after accepting another job offer, especially if it matches their career goals.
Don’t do it for something you should have taken into consideration before accepting the job interview, such as a remote workplace, for example. You need to have the right reason(s) for canceling. Make a decision after careful reflection!
Good reasons for canceling an interview
- Unexpected, serious problems like a family issue, an accident, a sudden illness, or other things that require immediate attention.
- Accepting another job offer that is perfect or better for you.
- A drastic and major change, such as a professional obligation or unexpected relocation, means the position doesn’t work for you anymore.
- Incompatibility with the company’s values or objectives after doing some research and finding out more about them.
Bad reasons to cancel
- Superficial reasons like commuting due to the distance to work.
- Impulsive decisions with no justification, like changing your mind.
- Lack of preparation even if you have had a lot of time to get prepared for the interview.
- Switching to another job interview that looks better or more attractive without receiving a firm offer.
- Canceling without informing them on time. It is unprofessional to cancel at the last minute.
How to Cancel a Job Interview by Email or Phone
As quickly as possible, cancel your interview so that the prospective company can move forward with hiring without having to take you into consideration. The interviewer may find it useful to reschedule their time to accommodate them.
Giving the hiring manager advance notice of your cancellation shows that you are a professional. It’s particularly crucial if you intend to reapply to the company in the near future.
Most people cancel an interview by email. If you also prefer email to a phone call, follow these 4 steps for canceling a job interview:
- Contact the recruiter or hiring manager by giving your notice in the shortest time possible. Try to cancel it at least three days in advance. With proper notice, you will show respect. It will also be helpful for the rescheduling process.
- Consider rescheduling if needed. You might have to reschedule an interview under unforeseen or specific circumstances. In addition to apologizing for the inconvenience, you should reassure the hiring manager that you are still interested. If you are a good candidate, they will probably find another date and time.
- Be polite and brief. Apologize and thank them for their time. That will do a good job of maintaining your professional network. Polite and reasonable candidates have a greater chance of being contacted by employers when a future opportunity arises with the same company. Don’t give the recruiters a bad impression!
- Mention all the important details of the interview. These include location, position, date, and time. That will help hiring managers identify you faster, as they usually work with many applicants simultaneously for a variety of positions.
Tips on How to Cancel an Interview Without Offending the Recruiter or Interviewer
Remember that many employers hire interviewers or recruiters through employment leasing companies. Don’t offend them and cause harm to the company.
- Be professional and courteous, even if you are no longer interested in the job. It’s all about maintaining a good reputation. Keep the door open for any future business opportunities or work chances with the company.
- Take quick action. If you wait a long time, this is more likely to harm the company. Do it quickly and professionally!
- Stick with your decision by communicating this without hesitation. Be respectful and concise. Overjustification is not professional.
- Express yourself concisely and clearly. Do not use ambiguous or vague language. Be clear and direct!
- Listen to their response and try to remain reactive. If the recruiter has any concerns or questions, respond professionally and promptly.
- Do not invent excuses. Tell them the real reason(s) you had to cancel honestly and succinctly. Be honest!
- Offer alternative solutions. This is especially recommended if you plan to stay in contact or reschedule.
Related: How to decline job interview
Templates for Canceling or Rescheduling a Job Interview
Cancellation email templates
1st example
Subject: Interview Cancellation
Dear [Interviewer’s Name],
I hope this email finds you well. I regret to inform you that I must cancel my upcoming job interview scheduled for [date] at [time]. Due to unforeseen circumstances, I am unable to attend. I sincerely apologize for any inconvenience this may cause and appreciate your understanding.
Thank you for considering my application and the opportunity to interview for [role and position].
Best regards,
[Your Name]
[Your contact information]
2nd example
Subject: Regretful Interview Cancellation
Dear [Interviewer’s Name],
I am writing to inform you that I must cancel my scheduled interview for the [position] on [date] at [time]. Unfortunately, unexpected circumstances have arisen, preventing my attendance. I apologize for any disruption this may cause to your schedule and appreciate your understanding. Thank you for your understanding and flexibility.
Warm regards,
[Your Name]
[Your contact information]
3rd example
Subject: Interview Appointment Cancellation
Dear [Interviewer’s Name],
I regret to inform you that I need to cancel my interview appointment for the [position] on [date] at [time]. Due to [reason for cancellation], I am unable to attend as planned. I apologize for any inconvenience this may cause and appreciate your understanding. I remain interested in the opportunity and hope we can reschedule at a mutually convenient time.
Sincerely,
[Your Name]
Reschedule email templates
You need to come up with an alternate time (or a few possible times) when you will be available. Besides, you need to come up with a reschedule message. If you have no idea how to write it yourself, check out the following templates.
1st example
Subject: Request to Reschedule Job Interview
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to request a rescheduling of my upcoming job interview scheduled for [date and time]. Due to unforeseen circumstances, I am unable to attend at the originally agreed-upon time.
I sincerely apologize for any inconvenience this may cause and I would greatly appreciate the opportunity to reschedule the interview at your earliest convenience.
Thank you for your understanding.
Sincerely,
[Your name]
[Your contact information]
2nd example
Subject: Request to Reschedule Job Interview
Dear [interviewer’s or recruiter’s name],
Thank you for reaching out to me about the open [the name of the position] at [the name of the company]. I’d like to ask you to reschedule the job interview for [date] at [the location of the company]. The interview was scheduled for [date and time].
I want to change it because [Include the reason for rescheduling.] Please accept my apologies for any inconvenience this might have caused. Thank you very much for your consideration and time.
Best regards,
[Your Name]
[Your contact information]
In conclusion, when navigating the process of canceling an interview, professionalism and courtesy are paramount. Whether you opt for email or phone communication, it’s essential to provide prompt notice and express gratitude for the opportunity. Remember, maintaining a positive reputation is key, even if circumstances prevent you from attending the interview. If you’re seeking employee leasing companies in Hawaii, consider reaching out to “Hawaii Employment Leasing Company” for a great option. Their expertise can support your business needs while ensuring professionalism and reliability in the hiring process.