If you have to cancel a job interview, you might wonder if it’s unprofessional or if it will frustrate the recruiter or hiring manager. After all, they spent a lot of time sorting through applications and setting up interviews.
There are ways to cancel an interview without burning bridges, though. If you are polite and conscientious, the interviewer may appreciate your professionalism and either reschedule your interview or consider you for future opportunities.
Steps to Cancel an Interview
- Only cancel or reschedule if you have a good reason
- Let them know as soon as possible
- Be brief, grateful and apologetic
- Remind them of the interview details
- Explain the reason for cancellation
- Offer to reschedule
How to Cancel an Interview
These are a few tips to keep in mind when you’re canceling or rescheduling an interview.
1. Only Cancel or Reschedule If You Have a Good Reason
Rescheduling a job interview should be seen as a last resort. Only reschedule for an unexpected event like illness, car trouble or a family emergency. The interviewer will likely be willing to reschedule if you have a good reason.
2. Let the Interviewer Know as Soon as Possible
If you need to reschedule or cancel the interview, let the interviewer know as soon as possible. If you’ve primarily been emailing each other, you can send them an email if you’re giving them more than a day’s notice. If you’re canceling or rescheduling on shorter notice, you should call the interviewer (if you have their phone number).
3. Be Brief, Grateful and Apologetic
Show respect for the interviewer’s time by being concise and quickly giving them the information they need. Briefly reiterate how grateful you are for the opportunity to be considered and apologize for any inconvenience caused by the cancellation or rescheduling.
4. Remind Them of the Interview Details
Begin the conversation by stating the time and date of the scheduled interview and the position that you are applying for. This will save the interviewer from having to look up the details, as they may be talking with multiple candidates or hiring for multiple positions.
5. Explain the Reason for Cancellation
If you’d like to withdraw from the interview process, it’s polite to provide a reason, like accepting another offer or deciding the role isn’t a good fit. If you’d like to reschedule the interview, the interviewer will expect you to explain the circumstances with a brief (one-sentence) explanation. This is still a professional email, though, so don’t offer an in-depth description of your flu symptoms or the circumstances that led to your car accident.
6. Offer to Reschedule
If you hope to reschedule, reassure the interviewer that you’re still excited about the position. To make things easier for them, provide your availability for an interview over the next week. This will cut down on back-and-forth emails and make rescheduling feel less burdensome for the interviewer.
Example Emails to Cancel an Interview
Cancellation Email Template
Subject: [Your name] — Interview Cancellation
Dear [interviewer’s name],
Thank you for considering me for the [job title] position at [company]. Unfortunately, I need to cancel our interview at [time and date] because [reason for canceling]. I apologize for any inconvenience this has caused, and I wish you all the best in your hiring process.
Sincerely,
[Your name]
Reschedule Email Template
Subject: [Your Name] — Interview Cancellation
Dear [interviewer’s name],
Thank you for considering me for the [job title] position at [company]. Unfortunately, I [reason for rescheduling] and I won’t be able to make it to our interview at [time and date]. Would it be possible to conduct the meeting over Zoom or reschedule an in-person interview for sometime next week? Thank you in advance for understanding, and I apologize for the inconvenience.
Here’s my availability: [time and dates available]
Sincerely,
[Your name]
Reasons to Cancel an Interview
Under certain circumstances, it’s better to cancel an interview and revoke your candidacy for a role. Below are a few reasons to cancel an interview with example templates.
Acceptable Reasons to Cancel an Interview
- Accepted another job offer
- Lost interest in the position
- Death of a loved one
- Going back to school
- Moving out of the area
Accepted Another Job Offer
Job seekers often apply to dozens if not hundreds of openings, and some companies move faster than others. If a company offers you a job, they may give you time to consider the offer and possibly wrap up a final interview with another company. But if you’re not in the final round of interviews, and you’re excited about the job that’s been offered to you, it makes sense to accept that offer. In that case, you’d cancel any interviews you’ve scheduled with other companies.
Template: “Thank you for considering me for the [job title] position at [company]. At this time, I have accepted another job offer, so I would like to formally remove myself from consideration for this role. I apologize for any inconvenience this may cause and wish you success in finding the right candidate for this position.”
Lost Interest in the Position
You might also want to cancel the interview if you’ve decided that the job opportunity isn’t aligned with your interests, values or career goals. You may have come to the conclusion after conducting online research or after reflecting on the previous interview. If you think your rationale will offend them, you could simply say, “After further reflection, I don’t think this role is a good fit.” The interviewer will likely appreciate your honesty and consideration of their time.
Template: “Thank you for considering me for the [job title] position at [company]. While I enjoyed learning more about the role, I’ve realized it doesn’t align with my interests and career goals. For this reason, I’d like to cancel our next interview and remove myself from consideration. Thank you again for the opportunity to discuss this position in more detail, and I wish you the best in your hiring process.”
Death of a Loved One
If a close friend or family member has died unexpectedly, you will probably need to cancel the interview. Whether you realize it or not, you need to take time to grieve instead of focusing on job interviews or the start of a new job.
Template: “Thank you for considering me for the [job title] position at [company]. Unfortunately, I’ve experienced the sudden loss of a loved one and need to cancel our upcoming interview so I can attend to personal matters. I appreciate your understanding during this difficult time and wish you all the best in finding the right fit for the role.”
Going Back to School
Some people apply for grad school programs or tech skills bootcamps while they are applying for jobs. If you’ve decided to pursue further schooling, it’s important to let the interviewer know as soon as possible to be respectful of their time.
Template: “Thank you for considering me for the [job title] position at [company]. I’ve actually decided to return to school to further develop my skill set, so I’d like to cancel our interview and remove myself from consideration for the role. I apologize for the short notice, but I hope to apply for a future opening as a more well-rounded candidate.”
Moving Out of the Area
Career changes are often a time of transition for people. If you are unemployed, you may move to lower your living expenses, or you may relocate for your partner’s work. This also means you’ll have to withdraw your candidacy for any in-office positions that aren’t within commuting distance of your new home.
Template: “Thank you for considering me for the [job title] position at [company]. Due to changing life circumstances, I’ll be relocating to a different city and would like to remove my candidacy for the role. While I’m disappointed I won’t be able to continue the interview process, I wish you nothing but the best in your candidate search.”
Reasons to Reschedule an Interview
Even if an interview time no longer works, it might make more sense to reschedule it instead of outright canceling it. Here are a few reasons to reschedule an interview, along with example emails.
Acceptable Reasons to Reschedule an Interview
- Feeling under the weather
- Transportation trouble
- Family emergency
Feeling Under the Weather
Don’t go to an in-person interview when you’re sick. You won’t make a good impression, and the interviewer might resent you for exposing them to a virus. If you’re feeling up for it, you could see if the interviewer would be interested in a virtual interview. If you’re feeling out of sorts, though, you’d be better off rescheduling for a time when you’re feeling better.
Template: “Thank you for considering me for the [job title] position at [company]. Unfortunately, I am feeling sick and can no longer make our upcoming interview. Can we shift to an online meeting or reschedule for another date? I apologize for any inconvenience and look forward to finding a better format or time.”
Transportation Trouble
If your car breaks down or you get in a car accident on the way to the interview, the interviewer will probably understand if you need to cancel at the last minute. If you know ahead of time that your car is out of commission, though, you could catch a ride with a friend, public transportation or a ride-share service.
Template: “Thank you for considering me for the [job title] position at [company]. I was excited about discussing the role today, but I got into a car accident just now. Is there a way we could reschedule for another time? I apologize for the last-minute notice and appreciate any accommodation you can offer.”
Family Emergency
There are other circumstances in which it’s acceptable to reschedule an interview, like a family member experiencing a medical emergency. You don’t have to explain the situation to the interviewer, but they may be more understanding if you do. It’s not unprofessional to reschedule an interview, but they may grow suspicious if you ask to reschedule more than once.
Template: “Thank you for considering me for the [job title] position at [company]. While I’m still interested in the role, my partner experienced a medical emergency last night and I want to be present to support them. Can we reschedule the interview for another date? I apologize for the late notice and look forward to discussing the position soon.”
Bad Reasons to Cancel or Reschedule an Interview
Some circumstances don’t justify scrapping an interview. Here are a few reasons that can jeopardize your reputation when trying to cancel or reschedule an interview.
Unacceptable Reasons to Cancel or Reschedule an Interview
- Interview jitters
- Lack of preparation
- Schedule conflict with another interview
- Unprofessional excuses
- Personal whims
Interview Jitters
It’s normal to be nervous about an interview — it’s a sign that you care and want to perform well. But canceling an interview simply because of nerves suggests an inability to handle pressure well. Practicing ahead of time, receiving support from a mentor and prioritizing mental health are a few methods to help counter any interview jitters.
Lack of Preparation
There’s no excuse for being unprepared for an interview. Many employers desire traits like attention to detail, independence and a strong work ethic, and a lack of preparation goes against these values. Not preparing also implies you don’t care about the role. Even if an employer agrees to reschedule an interview, they may label you as a less promising candidate.
Schedule Conflict With Another Interview
While employers understand that candidates may be going through multiple interview processes simultaneously, there’s no reason for scheduling conflicts to occur. Moving an interview to accommodate another interview hints at poor organization skills, and recruiters may think their role is less interesting to you than other roles.
Unprofessional Excuses
Canceling an interview over trivial matters like feeling tired from a night out or having a bad day communicates an interview isn’t a priority for you and brings your professionalism into question. In addition, reasons like not wanting to travel for an interview or refusing to set up an application needed for a video interview can be seen as lazy.
Personal Whims
Recruiters respect if a role no longer aligns with a candidate’s goals or aspirations, but canceling an interview for the sake of it is a different story. Be sure to give a valid reason for scratching an interview. Otherwise, the move could come off as you not respecting the recruiter’s time, and you may develop a reputation for being an unreliable and insincere candidate.
What to Do When an Employer Cancels an Interview
Employers may also need to cancel or reschedule an interview with short notice. Here are a few tips to follow when responding to this situation.
Thank the Employer for the Update
Always thank the employer for providing due notice. This helps to immediately establish a respectful tone in the conversation. Canceling an interview can be frustrating, so employers will appreciate you responding with understanding and grace.
Clarify the Context if Needed
Employers may not offer much information about their decision to cancel an interview. Feel free to ask for more context in case the decision relates to your status as a candidate. While employers should be clear if you’re no longer being considered for a role, it’s better to be on the safe side and seek out more details if an employer’s explanation is lacking.
Express Interest in Rescheduling
If an employer doesn’t address rescheduling an interview, initiate this conversation. This reaffirms your excitement about the role and commitment to the interview process. An employer may have decided not to move forward with your candidacy if they don’t offer to reschedule, but they may value your enthusiasm and consider you for other roles.
Ask to Remain Informed of Future Openings
Even if an employer states they are no longer moving forward with your candidacy, state you’d like to stay in touch about relevant future roles. This keeps the conversation going and ensures you remain on the company’s talent radar.
Maintain a Positive Outlook
It can be disappointing to have to cancel or reschedule an interview, so it’s important to embrace a positive approach. In the case of rescheduling, your optimism may raise your status as a candidate in the eyes of recruiters. And even if an interview is canceled, recruiters may remember your pleasant attitude and consider you for other opportunities.
Frequently Asked Questions
How do you politely cancel an interview?
You can politely cancel an interview by thanking the interviewer for considering you for the opportunity, apologizing for any inconvenience incurred and wishing them well in their search for the right candidate.
How to cancel a job interview without burning bridges?
Recruiters and hiring managers will appreciate your professionalism if you notify them as soon as possible that you need to cancel. It helps to deliver the news politely by apologizing for the inconvenience and thanking them for the opportunity.
What are some reasons to cancel an interview?
A job applicant might cancel an interview if they’ve accepted another job offer, lost interest in the opportunity or experienced the death of a loved one. There are other circumstances that might cause someone to cancel an interview, like moving out of the area or deciding to go back to school.
Is it unprofessional to cancel an interview?
It’s not unprofessional to cancel an interview if you let the interviewer know in a polite way. They will appreciate your professionalism and your respect for their time.
Can canceling an interview impact future opportunities?
Yes, canceling an interview could impact future opportunities, especially if done for a poor reason. For example, a candidate canceling an interview because they feel unprepared can be seen as unprofessional and unreliable. If they apply for future openings at the same company, recruiters may not even consider their candidacy.
