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7 Graceful Email Examples: How to Cancel an Interview

The Importance of Properly Cancelling an Interview

Cancelling an interview can be a stressful situation, but proper communication and consideration will ensure a smooth process. Not only will this show respect to the employer, but it also maintains your professional reputation and could open doors for future opportunities.

  • Notifying the employer as soon as possible is key to a smooth cancellation. This gives them the opportunity to find a replacement for your interview slot, which reflects positively on you.
  • When cancelling an interview, providing a clear reason is important. Honesty and transparency can go a long way in building trust with the hiring team.
  • Courtesy goes a long way, so be sure to express your gratitude for their time and the opportunity to interview. This will leave a lasting impression and help maintain a professional relationship with the company.

Examples of Emails to Cancel or Reschedule a Job Interview

When you need to cancel an interview, it’s important to communicate your decision in a clear and professional manner. A well-written email can help maintain a positive relationship with the interviewer and potentially keep the door open for future opportunities. Here are a few examples:

Example 1

Subject: Interview Cancellation – [Your Name]

Dear [Interviewer’s Name],

I hope this email finds you well. Unfortunately, due to unforeseen circumstances, I must cancel our interview scheduled for [date and time] at [location]. I apologize for any inconvenience this may cause and understand that your time is valuable.

Thank you for your understanding.

Sincerely,
[Your Name]

Example 1: Cancelling due to a scheduling conflict (rescheduling)
Subject: Interview Cancellation – [Your Name]

Example 2

Dear [Interviewer’s Name],

I hope this email finds you well. Unfortunately, due to unforeseen circumstances, I am unable to attend our scheduled interview for the [Job Title] position on [Date and Time]. I sincerely apologize for any inconvenience that this may cause.

Would it be possible to reschedule the interview for a later date? I am still very interested in the opportunity to work at [Company Name] and would be grateful for the chance to further discuss my qualifications.

Please let me know if an alternative date and time works for you. Once again, I apologize for any inconvenience and thank you for your understanding.

Best regards,

[Your Name]
[Your Phone Number]
[Your Email Address]

Example 3

Subject: Interview Cancellation – [Your Name]

Dear [Interviewer’s Name],

I hope you are doing well. I wanted to reach out to inform you that, since our last communication, I have accepted an offer for another position. As such, I kindly request to cancel my scheduled interview for the [Job Title] role on [Date and Time].

I want to express my gratitude for considering me for the position and for extending an invitation to interview with your team. I truly appreciate the opportunity to learn more about [Company Name] and the [Job Title] position.

Please let me know if there is anything else you need from me. Again, I apologize for any inconvenience this may cause.

Wishing you and your team all the best,

[Your Name]
[Your Phone Number]
[Your Email Address]

Example 4

Subject: Interview cancellation – [Your Name]

Dear [Interviewer’s Name],

I hope this message finds you well. With much regret, I need to cancel my interview for the [Job Position] scheduled on [Date and Time]. Due to an unexpected situation, I am unable to attend the interview.

I understand the inconvenience this may cause, and I sincerely apologize for the short notice. Rest assured, I appreciate your time and the opportunity to interview with [Company Name].

Thank you for your understanding.

Best regards,
[Your Name]
[Phone Number]
[Email Address]

Example 5

Subject: [Your Name] – Interview Cancellation

Dear [Interviewer’s Name],

I hope this message finds you well. Unfortunately, I must cancel our scheduled interview on [Date and Time] for the [Job Title] position. Due to unforeseen circumstances, I am unable to attend the interview.

I sincerely apologize for any inconvenience this may cause and appreciate your understanding. Please let me know if there’s a possibility to reschedule, as I am still highly interested in the position and your company.

Thank you for your time and consideration.

Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]

Example 6

Subject: Interview Cancellation Request – [Your Name]

Dear [Interviewer’s Name],

I hope this message finds you well. Unfortunately, due to unforeseen circumstances, I need to request a cancellation of my interview scheduled for [Date and Time] for the [Job Position] at [Company].

I understand the inconvenience this decision might cause, and I apologize for this change of plans. If possible, I would appreciate the opportunity to reschedule the interview at a later date that works best for both of us.

Thank you for your understanding and consideration. I look forward to hearing from you soon.

Best regards, [Your Name]

 

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Example 7

Subject: Interview Cancellation – [Your Name]

Hi [Interviewer’s Name],

I hope you’re having a great day. Unfortunately, I need to cancel our scheduled interview on [date and time] at [location]. I’m truly sorry for any inconvenience this may cause, as I understand the commitment and effort required from both our ends.

Is there a possibility of rescheduling the interview? It would be great if we could find a new date and time that works for both of us. I genuinely appreciate your flexibility and cooperation in this matter.

Thank you once again for your understanding, and I’m excited about the opportunity to speak with you soon.

Best regards,
[Your Name]

Remember to proofread your email carefully before sending, and make sure all relevant information is included.

When to Decide to Cancel an Interview

Analyzing the Right Reasons to Cancel an Interview

Before canceling an interview, take a moment to evaluate your reasons. Are they compelling enough, or can the issue be resolved without cancellation? If you’re overwhelmed with personal or professional commitments, try to reschedule the interview rather than canceling altogether.

For instance, if you have a conflicting schedule, it’s better to reschedule than cancel. On the other hand, if you’ve accepted another job offer, withdrawing from the process is the appropriate course of action. Be honest with yourself and weigh the pros and cons of canceling before making a decision.

Here are some situations when you should consider cancelling an interview:

  1. Incompatible Core Values: During your research on the company, you may uncover core values that don’t align with yours. It’s important to work for an organization that shares your beliefs, so cancelling in this case is justified.
  2. Better Job Opportunity: You’re dedicated to finding the best career path for yourself, so if a more suitable position comes your way, it’s reasonable to cancel the interview and move forward with the better opportunity.
  3. Scheduling Conflict: Although it’s best to rearrange your schedule if possible, sometimes it’s unavoidable, and you have to prioritize other commitments. In these cases, rescheduling may be a better option than outright cancelling.
  4. Health or Personal Emergencies: Unforeseen circumstances like critical health issues or personal emergencies require your immediate attention. In this case, do not hesitate to cancel the interview and focus on solving the issue. Most employers understand and will be sympathetic.
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Possible Responses to Expect After Cancelling

Once you have sent your cancellation email, it’s natural to wonder about the kind of responses you may receive from the interviewer or the company. Here are some possible scenarios.

  • Understanding and Accommodating: Most of the time, companies or interviewers understand that unexpected situations can arise, and they may respond positively. They might express empathy for your situation and attempt to reschedule the interview at a more convenient time for both parties. In this case, it’s a good idea to express your gratitude for their flexibility and work with them to find an alternate date and time.
  • Disappointed but Professional: Sometimes, the interviewer or company may be disappointed that you had to cancel. While they may not be overtly upset, their response could reflect their disappointment. The key is to maintain professionalism. Acknowledge their sentiment and reaffirm your interest in the opportunity. Propose a new interview date and time, and assure them that you’ll prioritize the rescheduled meeting.
  • No Response: In some cases, you may not receive a response at all. You may need to follow up after a day or two to ensure that they received your email and to request rescheduling. Keep your follow-up email brief, polite, and professional, and refrain from pressuring the employer for a response.
  • Negative or Dismissive: In rare instances, the interviewer or company may react negatively to your cancellation. They could express frustration or disinterest in rescheduling. Although this is not the ideal result, it’s essential to remain professional and respectful. Thank them for their time, apologize for any inconvenience caused, and move on to other opportunities.
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Remember to always consider what type of company culture you want, and a negative response could give you valuable insight into whether that employer is the right fit for you.

Posted in: Job Interview