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 on their own, 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 I have accepted another job offer. 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 am feeling sick, 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
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.
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.
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 instead take time to grieve instead of focusing on job interviews or the start of a new job.
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.
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.
Reasons to Reschedule an Interview
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.
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.
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.
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.
