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How to Cancel Interview Email Samples?

You’ve finally landed an interview for your dream job, and something comes up that you can’t get out of! What do you do?

If you are in a position where you suddenly have to cancel an interview invitation, you must let the potential employer know as soon as possible. Not just out of common decency. It also gives a good impression if you were to ever interview for the company again in the future.

So, let’s discuss How to Cancel Interview Email Samples and make sure that you don’t burn any bridges along the way!

how to cancel interview email samples

Why Should You Cancel An Interview?

There are many reasons you may have to cancel an interview. These include:

  • Accepted another job offer
  • You want to return to school
  • The location of the job and the commute
  • The company isn’t the right fit for you
  • A family emergency
  • A work commitment

All these are practical reasons for canceling an interview. Once you have made your decision, let the hiring manager know right away. This allows the hiring manager to search for other employees, and it also looks good on your part!

You don’t want to waste someone’s time by ignoring the email or waiting until the last minute to respond. The hiring manager usually gives some leeway and understands if you have a good excuse.

how to cancel interview email sample

Accepted Another Job Offer

Suppose you have been lucky enough to have several interview invitations and already accepted a job offer, good for you! Although it’s a bright idea to attend all the interviews. Why? It is an excellent opportunity to negotiate your salary expectations if more than one company wants to employ you.

It also allows you to get a feel for which company suits you best. Does it match your values, and is there an opportunity for personal growth? These are all important things to think about when accepting or declining a position.

Example 1:

To: John Smith

Subject: Sales representative, 09/15 11 am

Dear Mr. Smith

Thank you for considering me for the sales representative position at [company name]. Regretfully, I wish to inform you that I’ve accepted a job offer from another organization. Therefore, I’m genuinely sorry to have to cancel our interview.

I appreciate you taking the time to contact me, and I wish you the best in finding a suitable candidate for the position.

Mark Smith

07654321234

Example 2:

To: John Smith

Subject: Social Media Manager Interview 01/04 10 am

Dear Mr. Smith

Thank you for considering me for the role of social media manager for [company name]. I am honored to have received an interview opportunity, but unfortunately, I have accepted a position with another company.

I wish you the best of success in finding a perfect candidate for the role.

Best regards,

Mark Smith

07654321234

If a company is still interested in you, they may even contact you and ask you what it will take to give them a chance and explain the job role. If you decide to go ahead with it, it’s an excellent opportunity to negotiate your salary.

How To Turn Down An Interview For Other Reasons?

Perhaps you’ve changed your mind about the job role or company. Sometimes you realize you aren’t the right fit for the business, and that’s ok! Or maybe you’ve decided to go back to school to study, that’s ok too.

Whatever the reason, it is still common courtesy to let the hiring manager know. You don’t have to go into great detail, but you can briefly explain you are no longer looking for a position.

Returning to School

If you have decided to halt the job hunt and increase your qualifications by returning to college instead, you can let the hiring manager know.

Example:

To: John Smith

Subject: Sales Assistant, 12/22, 10 am

Dear Mr. Smith

Thank you for considering my application and offering me an interview for the sales assistant position. Unfortunately, I have to turn this down as I plan to return to school to gain more qualifications.

I hope you have great success finding the perfect candidate for the role.

I apologize for any inconvenience caused.

Best regards,

Mark Smith

07654321234

Job Role Location

It is not uncommon for people to change their living circumstances. Reasons may include family, job situations, and children. These things happen, and if you have to withdraw your application, explain your reasoning.

Example:

To: John Smith

Subject: HR Assistant, 11/16 9 am

Dear Mr. Smith

Thank you for reaching out to me and scheduling an interview for the HR assistant role on November 16th at 9 am. Unfortunately, unfortunately, I would like to cancel the interview and withdraw my application.

I have decided to relocate closer to my family in another State.

I apologize for any inconvenience caused, and I hope you find an excellent candidate for the role.

Best regards,

Mark Smith

07654321234

how to cancel the interview email sample

Rescheduling an Interview

Often there are reasons for canceling an interview, and if they are family or work-related, you can explain why. However, if you are still interested in the position, you can ask the hiring manager what the possibilities are for rescheduling. It is obviously better to accept the interview on the date and time provided, but sometimes things are out of your control.

Family Emergency

Family emergencies can be a little tricky. Often they happen unexpectedly, and letting the hiring manager know weeks in advance is not an option. Therefore, as soon as possible, it is essential to contact your potential employer to explain your reasons for canceling or rescheduling with high hopes.

If you cancel for illegitimate circumstances, the hiring manager will regard you as unprofessional. You do not need to go into great detail about the reason for canceling. They do not want to know your family’s ins and outs. Keep it brief.

Example:

To: John Smith

Subject: Data & Analytics Consultant, 06/15, 1 pm

Dear Mr. Smith

I am incredibly sorry for the short notice, but regretfully I will have to cancel my interview for the Data & Analytics Consultant role on June 15th at 1 pm. Unfortunately, I have a family emergency that needs my immediate attention.

I am still highly interested in the job role and hope we can reschedule for another date. Again, I apologize for any inconvenience caused and hope to hear from you soon.

Best regards,

Mark Smith

07654321234

An email like this shows a sense of urgency, but like mentioned before, don’t go into family drama or information that’s too personal.

Work-Related Issues

Work-related issues come up often. You may have to make a last-minute business trip, hold a conference call or have an extended project deadline. Most potential employers will understand this reasoning for rescheduling or canceling an interview.

You should explain clearly why in your email response. It’s not all bad either! It shows that you are a committed individual. Although you are looking for new career prospects, you still have loyalty and work ethic in your current position. That’s not to say that you should reschedule or cancel a job interview by making up that you have work commitments.

Example:

To: John Smith

Subject: Sales Assistant, 09/22 11 am

Dear Mr. Smith

I have been preparing and looking forward to our interview for the Sales Assistant position on September 22nd at 11 am. Unfortunately, I regret to inform you that I will not attend the interview due to an unexpected work commitment, and I kindly request that we reschedule.

I am available on the following dates, November 1st, 2nd, and 3rd, between 9 am and 2 pm [offer three dates and times]. I hope one of these dates suits your availability.

I’m genuinely sorry for any inconvenience caused, and I am looking forward to meeting with you and discussing the job opportunity soon.

Best regards,

Mark Smith

07654321234

Additional Interview Info And Advice

I’ve put together my interview guides fr you to take a look st such as how to Answer Why Best Candidate Position, or What Are Your Career Goals, How Do You Handle Stress, or even Why We Should Hire You, and Why Do You Want To Work Here. Along with my Strengths And Weaknesses For Job Interviews, What Makes You Unique, How Do You Handle Conflict, What Are You Most Proud Of, or perhaps How To Answer What Are You Passionate About, How Would You Describe Yourself, and finally the Best Questions To Ask In An Interview to gets you started.

If you’re still feeling nervous, then try reading up on Hiring Squirrels: 12 Essential Interview Questions to Uncover Great Retail Sales Talent, Get That Job!: The Quick and Complete Guide to a Winning Interview, and Amazing Interview Answers: 44 Tough Job Interview Questions with 88 Winning Answers or how about INTERVIEW with DESIRE and GET HIRED!: How to Ace the Interview, Sell Yourself & Get Your Dream Job, and How to Answer Interview Questions: 101 Tough Interview Questions to help ace that interview.

We also found guides on the well-known STAR Method. Take a look at The STAR Method Explained: Proven Technique to Succeed at Interview, as well as The STAR Interview: How to Tell a Great Story, Nail the Interview and Land Your Dream Job. Along with the perfect notebook for practicing, the STAR METHOD INTERVIEW: Interview Journal: Notebook for job seekers as a guide to interview prep and as a tool for interview questions and answers during interviews, all available online in 2022.

Looking to become a nurse, then we recommend the NURSING Behavioral Interview Questions and Answers: Top Behavioral Interview Questions & Answers for Nurses plus STAR INTERVIEW METHOD EXPLAINED for your final preparation.

Final Thoughts

At the end of the day, attending an interview is a great opportunity for your self-confidence to grow and for future experience. If you do have to cancel an interview, respond as quickly as possible and in a professional manner.

Don’t keep anyone waiting, and definitely do not ignore the email. Responding to an email is an easy five-minute job, and there are really no excuses!

All the very best rescheduling your interview in the future!

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About Calvin Miller

Calvin has over 20 years of experience in a leading employment agency in Tucson, Arizona, and is passionate about finding the perfect position for everyone who uses the company’s services.

He lives with his wife, Annette, and their two sons Jake and Joseph.

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