When you are applying to every job in sight, there might come a time when you get a clashing interview schedule. Just like appearing for an interview is scary, so is it to cancel a job interview.
So many thoughts can cross your mind, from whether this will end the opportunity or is it the right decision. Sometimes even an unfortunate emergency might arise from your child being sick to your car breaking down, but whatever the situation it is important to send an apology letter for cancelling a job interview.
This guide will help you navigate this tricky situation, so keep reading!
Valid Reasons to Cancel a Job Interview
Here are a few instances when cancelling an interview is acceptable:
- You are extremely sick
- An immediate family member is critically ill
- You or a loved one met with an unfortunate accident
- There has been a death in the family
- You have to cancel interview due to job offer from another company
- You realise the company and the role isn’t right for you
- You have decided to go back to school
Some inappropriate reasons to cancel a job interview are:
- You partied late last night
- Your friends came over
- You have concert or movie tickets
It is important to remember that you should send a cancel a job interview email as soon as possible. This shows your professionalism and respect for their time and helps to maintain a positive relationship.
Sometimes, it is better to suggest rescheduling instead of cancelling, especially if you are interested in the role but cannot appear on that particular date and time.
When you reschedule, always provide an alternate date and time. You can also opt for different types of interviews in HRM. For example, if it was an in-person interview, you can suggest a video or telephonic interview.
Expert Tips to Cancel a Job Interview
Here are some tips from our recruiters on cancelling an interview without coming across as rude and unprofessional.
Be sure you want to cancel
It is important to be completely sure this job isn’t right for you! When you cancel an interview, not reschedule, you often close doors to this opportunity at that particular company.
Inform the recruiter at the soonest
If it is not an emergency and a premeditated decision to cancel a job interview, you must inform the recruiter immediately. Recruiters spend a lot of time and effort behind every hiring, and it is professional and polite to cancel as soon as possible.
It shows your good faith, leaves a positive impression, and enables recruiters to better utilise their time and resources. You can also request an alternate date and time.
Also, if you are cancelling an interview at the last moment, make sure you send an email and then follow up with a call so that the recruiter or hiring manager does not miss the message.
Remain professional
When communicating to notify about cancelling, use formal and concise language. It is also important, to be honest. This will enable the employer or hiring manager to empathise with your situation.
Also, if you want to cancel an interview due to a job offer or a change of heart, it is important to be polite and courteous. The professional world is often very small, and you never know when you will meet the hiring manager in the future. Let’s be honest: People never forget a rude employee.
When sending a cancel a job interview email, always begin by reintroducing yourself or using the same email thread where the interview details were sent. Next, give your reason for cancelling and sincerely express your regrets.
Mastering job search strategies includes knowing how to cancel a job interview professionally, ensuring you maintain a positive impression for future opportunities.
Never forget to outline the interview details. Mentioning your job role, time and date, and CC-ing everyone on the email helps keep everyone in the loop.
Express your regret
When you cancel a job interview, never forget to apologise to the recruiting team for the inconvenience. This will prevent miscommunication and prevent you from burning the bridge.
Navigating job market trends effectively includes knowing how to cancel a job interview professionally, ensuring you maintain a positive reputation.
The next section will offer some cancel a job interview samples to help you in the next situation such a situation arises.
Cancel a job interview email example
Here’s an example of a professional email to cancel a job interview:
When you cancel due to an emergency
Subject: Cancellation of Interview – [Your Name]
Dear [Interviewer’s Name],
I hope this message finds you well. I am writing to inform you that, unfortunately, I must cancel our scheduled interview for the [Job Title] position on [Date] at [Time].
Due to (mention unforeseen circumstances), I am unable to attend the interview. I apologise for any inconvenience this may cause and appreciate your understanding.
Thank you for considering my application. I hope to have the opportunity to connect in the future.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email Address]
When you cancel due to another job offer
Here is a professional email template for cancelling an interview because you have accepted another job offer:
Subject: Cancellation of Interview – [Your Name]
Dear [Interviewer’s Name],
I hope this message finds you well. I am writing to inform you that I need to cancel our scheduled interview for the [Job Title] position on [Date] at [Time].
I have recently accepted another job offer and will no longer be pursuing this opportunity. I apologise for any inconvenience this may cause and appreciate your understanding.
Thank you for considering my application. I am grateful for the opportunity and the time you have invested in the process.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email Address]
When you have to reschedule an interview
Here is a professional email template for rescheduling a job interview:
Subject: Request to Reschedule Interview – [Your Name]
Dear [Interviewer’s Name],
I hope this message finds you well. I am writing to request a reschedule of our interview for the [Job Title] position, which was originally scheduled for [Date] at [Time].
Unfortunately, due to [brief reason, e.g., a scheduling conflict or a personal matter], I am unable to attend at the planned time. I apologise for any inconvenience this may cause and hope we can find an alternative time that works for both of us.
I am available on [provide a few alternative dates and times]. Please let me know if any of these options are convenient for you or if there is another time that would work better.
Thank you for your understanding and flexibility.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email Address]
How 6 Pence helps
Job interviews can be extremely stressful, and there may arise situations where you need to cancel a job interview. Remember to be honest, sincere, and professional in your approach.
If you are looking for jobs in Dubai, Oman, Bahrain, and Iraq, drop your CV by visiting the careers page on our website. We hire on behalf of leading public and private sector companies in these areas. Contact us to know more.
Frequently Asked Questions
How do you politely cancel an interview?
Always inform the recruiter ahead of time. Remember to express your regret, and apologise for the inconvenience. Also, never forget to give an honest explanation for cancelling your job interview.
Is it unprofessional to cancel an interview?
It is completely acceptable to cancel a job interview. But do not forget to do so in a professional manner. You can either call or email a recruiter to inform them of the change. You can also ask to reschedule an interview if there is an emergency.
How to turn down a job interview but keep the door open?
If you have another job in hand or do not think this is the right opportunity for you, then you must inform the hiring manager immediately, remember to express your gratitude for being given the opportunity, politely decline the offer, and apolgise for any inconvenience.
