Canceling a job interview can feel scary, but sometimes life gets in the way. You might need to back out due to illness, another job offer, or a change in plans. The key is to handle it with grace and keep doors open for the future.
Many job seekers worry about burning bridges when canceling interviews. With the right approach and timing, you can maintain good relationships with potential employers. The example emails in this article will help you write a respectful cancellation message that leaves a positive impression.
Professional Email Examples
These email templates will help you write clear and polite messages to cancel your job interviews while keeping professional relationships intact.
Standard Interview Cancellation
- “I need to cancel our scheduled interview on [Date] at [Time] for the [Position] role.” Keep this opening line direct and clear.
- Write your reason briefly: “Due to changes in my job search situation, I must withdraw my application at this time.”
- Thank the interviewer: “I appreciate the time you’ve taken to consider my application. Thank you for your understanding.”
Template 1:
“Dear [Interviewer Name],
I must cancel our scheduled interview on [Date] at [Time] for the [Position] role. Due to changes in my job search situation, I need to withdraw my application. Thank you for considering me for this position.
Best regards,
[Your Name]”
Cancellation Due to Personal Circumstances
- Be honest without sharing too many details: “A family emergency requires my immediate attention.”
- Express genuine regret: “I sincerely regret any inconvenience this may cause.”
Template 2:
“Dear [Interviewer Name],
I need to cancel our upcoming interview scheduled for [Date] due to an unexpected family emergency. I apologize for the short notice and hope to reconnect when circumstances allow.
Kind regards,
[Your Name]”
Declining an Interview After Accepting Another Offer
- Start with gratitude: “Thank you for the opportunity to interview for the [Position] role.”
- State your situation clearly: “I’ve accepted another position that aligns with my career goals.”
Template 3:
“Dear [Interviewer Name],
Thank you for the opportunity to interview for the [Position] role at [Company]. I’ve accepted another position and must withdraw my application. I appreciate your time and consideration.
Best regards,
[Your Name]”
Crafting an Interview Cancellation Email
1. Starting With a Professional Greeting
Address the email to the specific person who scheduled your interview. Use “Dear [Name]” or “Hello [Name]” instead of generic greetings.
Examples
- “Dear Ms. Thompson,”
- “Hello Dr. Roberts,”
- “Dear Mr. Chen,”
- “Good morning Mrs. Anderson,”
- “Hello Jane,”
2. Clearly Stating Your Intent to Cancel
Get straight to the point in your first sentence. Be direct but polite about canceling.
Examples
- “I need to cancel my interview scheduled for Thursday, February 15th at 2:00 PM for the Marketing Manager position.”
- “I am writing to cancel my upcoming interview on Monday afternoon for the Software Developer role.”
- “I must withdraw my application and cancel our scheduled interview for the Project Manager position.”
- “I need to cancel my interview for the Sales Associate role that we planned for tomorrow morning.”
- “I am writing regarding our scheduled interview this Friday – I will need to cancel my attendance.”
3. Expressing Genuine Regret and Gratitude
Show appreciation for the opportunity and express sincere regret for canceling.
Examples
- “I truly appreciate you taking the time to consider my application and schedule this interview.”
- “Thank you for offering me this opportunity. I sincerely regret having to cancel.”
- “I am grateful for your consideration and feel disappointed about needing to cancel our meeting.”
- “Thank you for your time in reviewing my application. I apologize for any inconvenience this may cause.”
- “I want to express my sincere thanks for this opportunity and my regret at having to cancel.”
4. Providing a Brief Explanation
Give a short, honest reason for canceling without oversharing details.
Examples
- “I have accepted another position that better aligns with my career goals.”
- “Due to an unexpected family emergency, I need to postpone this interview.”
- “My current employer has offered me an internal promotion that I have decided to accept.”
- “Personal circumstances have changed, requiring me to remain in my current position.”
- “A sudden illness in my family requires my immediate attention and travel out of state.”
5. Exploring the Possibility of Rescheduling
If you want to reschedule, make it clear and suggest specific times.
Examples
- “Would it be possible to reschedule for next week? I am available Tuesday through Thursday between 1-5 PM.”
- “If possible, I would like to reschedule our interview. I can meet any morning next week before 11 AM.”
- “Could we arrange another interview time? I am free Monday and Wednesday afternoons.”
- “I would appreciate the opportunity to reschedule. I have full availability the week of February 24th.”
- “If rescheduling is an option, I can meet any weekday after 3 PM next week.”
6. Concluding With Well Wishes and Contact Information
End your email professionally with your contact details.
Examples
- “Thank you for your understanding. You can reach me at (555) 123-4567 or jane.smith@exampleemail.com.”
- “I appreciate your consideration. Please contact me at 555-987-6543 if you have any questions.”
- “Thank you for your time. My phone number is (555) 246-8135 if you need to reach me.”
- “I value your understanding. You can contact me at john.white@exampleemail.com or (555) 369-1470.”
- “Thank you again. Please feel free to reach me at (555) 159-7532 or sarah.jones@exampleemail.com.”
Assessing Your Reasons for Cancellation
Before sending a cancellation email, think about why you need to cancel the interview. Some valid reasons include accepting another job offer, health issues, or family emergencies.
Professional reasons for job interview cancellation:
- Accepting another position
- Scheduling conflicts with current job
- Changed career direction
- Relocation plans changed
- Company culture mismatch
Personal reasons for cancellation:
- Medical emergency
- Family situation
- Transportation issues
- Illness or injury
- Unexpected life events
Best Practices
- When you decide to cancel, make sure your reason is legitimate and respectful. A good reason shows professionalism and helps maintain positive relationships.
- Consider the timing of your cancellation. Canceling with short notice might harm your professional reputation. Try to give at least 24-48 hours’ notice when possible.
- Think about alternatives before canceling. You might ask to reschedule or request a virtual interview if travel is an issue.
- Your reason should be brief and truthful. Avoid sharing too many personal details or making excuses that sound insincere.
- If you’re unsure about the job itself, consider going to the interview anyway. You might learn something valuable or discover unexpected opportunities.
- Keep future opportunities in mind. The company might have other positions that interest you later, so maintain professional relationships even when canceling.
Maintaining Relationships With Hiring Managers
You can stay connected with hiring managers on LinkedIn after sending your cancellation email. A simple connection request with a brief note shows your interest in maintaining professional contact.
Keep these tips in mind when staying in touch:
- You can send brief, professional updates about your career progress
- Like and comment on their LinkedIn posts
- Share relevant industry articles they might find interesting
- Attend industry events where you might meet them in person
Many companies keep strong candidates’ information for future openings. By maintaining good relationships, you might receive direct outreach when new positions become available.