How to write Interview Cancellation Email?

Canceling an interview is something that no one wishes to do, yet there are times it is impossible to avoid due to certain unavoidable circumstances. Sometimes it may happen that you are stuck somewhere, have a personal emergency at home, have conflicting work commitment at your current job, or no longer find the opportunity appealing. Whatever be the reason, it is necessary that you do the needful to avoid burning bridges with the employer.


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It is important that you cancel the job interview professionally to avoid putting the hiring manager in a difficult spot.

Job Interview Cancellation Email

Scheduling an interview takes a lot of effort from the hiring manager’s part and it might seem like a difficult take to ask him/her to cancel or reschedule the interview without offending. The best way to cancel an interview is through an email. However, it is important to do it the right way.


Tips on ‘How to Cancel a Job Interview?’ the Right Way

Canceling the interview at the last minute causes a lot of inconvenience to the employer. Therefore, it is important that you:


Tip #1: Inform as soon as possible

Be respectful of the hiring manager’s time and inform him/her as soon as possible about your inability to make it to the interview. Give at least 24 hours’ notice instead of waiting until the last minute and then writing an interview cancellation email. Just as you expect the hiring managers to understand your situation, they too expect you to understand that they will need time to find your replacement and ensure that the already booked interview slots do not go unutilized.


Tips #2: Avoid giving too many details

“I forgot.”

“I am no more interested.”

Or any other random reason.

You do not want to annoy the employer, so do not fabricate any illogical reason. At the same time, it is not necessary to go into specifics. Of course, informing them timely about the change in your plans is the key here. The purpose of writing an interview cancellation email is not to justify your decision but to inform the hiring manager about the change so that they can move forward accordingly.


Tip #3: Maintain professionalism

Remember, you do not want to shut the door close on any future opportunities. It is important to stay professional throughout your communication with the hiring manager. One way to do so is by being sincere when informing them about the change in your plans and while writing the interview cancellation email like a true professional.

And what is the perfect example of an unprofessional candidate in the eyes of a hiring manager? Somebody who does not turn up for a scheduled job interview and then avoid the recruiter’s calls. It is one mistake capable of spoiling your professional image in front of the employer forever and you surely do not want that.


Tip #4: Text message is not enough

You must write a proper email informing about your decision to cancel the interview. Simply, texting would not do. It is an informal way of conveying the message that you can use as a secondary measure to ensure that the hiring manager has received your message.


Tip #5: Follow up with a call

This tip comes handy especially when you want to reschedule the job interview. Follow up your email communication by personally giving the hiring manager a phone call stating a valid reason for not coming to the job interview on the previously scheduled date. Emphasize how much you look forward to the job opportunity given to him and how grateful you would be if the hiring manager could reschedule the interview to some other day.


Tip #6: Be respectful and polite

One of the most important aspects of ‘how to cancel an interview’ properly is how sincere and polite you sound to the hiring manager. Do not to forget to thank the company for the opportunity and apologize sincerely for your inability to make it to the interview on the scheduled day.


Interview Cancellation Email Sample

Don’t know how to cancel an interview by email? Take cues from the interview cancellation email sample below:


Subject: Cancellation of Interview scheduled on [Date] for the post of [Post Name] in [Company Name]

Dear Mr/Ms. [Recruiter’s Name],

I am writing to you regarding the job interview you have scheduled with me for the role of [position] with [company name] on [date]. With deep regret, I would like to inform you that I would not be able to make it to the interview and have to cancel it due to some unavoidable circumstances at my end.

I really apologize for any type of inconvenience caused due to the cancellation of this interview. I would like to mention that I was really looking forward to working with your organization and in future, an opportunity with [company name] arise again, I would love to be a part your team.



[Your Name]


Remember, a hiring manager would be better off with the information of you not being able to make it to the interview rather than you not showing up without informing him/her. A timely intimation gives them enough scope for making necessary arrangements such as lining up another candidate for the interview.

Additionally, it will also help you ensure that your future possibilities with the hiring manager are not completely sabotaged.


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Categories: CV Writing, Interview Tips

About Megha Raizada

Megha Raizada is a professional writer with a keen interest in the global job market. She loves to keep a track of everything interesting happening around the globe. When not writing or browsing the Internet, you will find her creating furniture out of used tires.

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