How to Cancel an Interview?

13 minutes read

If you find yourself in a situation where you need to cancel an interview, it is important to do so professionally and respectfully. Here are a few steps to follow:

  1. Notify the employer promptly: Once you have made the decision to cancel the interview, make sure to alert the employer as soon as possible. This shows respect for their time and allows them to make necessary adjustments.
  2. Choose an appropriate method of communication: Reach out to the interviewer using a professional method of communication, such as through email or a phone call. This ensures that your message is received promptly and allows for easy documentation.
  3. Be courteous and grateful: Start your message by expressing your gratitude for the opportunity to interview with the company. This shows that you appreciate their consideration and value their time.
  4. Provide a genuine reason: Give a valid reason for your need to cancel the interview. Be honest and precise without going into unnecessary details. Keep in mind that the reason should be significant enough to warrant canceling the interview.
  5. Show your regret and offer alternatives: Apologize for any inconvenience caused and offer possible alternatives, such as rescheduling the interview or suggesting a different method, like a phone or video interview. This demonstrates your willingness to make things right.
  6. Maintain professionalism: Throughout the entire conversation, maintain a professional and polite tone. Remember that even if you are canceling, you are still representing yourself and your personal brand.
  7. Follow up with a thank-you note: After canceling the interview, it is a good idea to follow up with a thank-you note expressing your appreciation for the opportunity and reaffirming your interest in the company. This further emphasizes your professionalism and respect for the employer.


By following these steps, you can cancel an interview in a manner that maintains positive relationships and leaves a good impression with the employer.

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How to cancel an interview after receiving a job offer?

If you have received a job offer and need to cancel a scheduled interview with another company, here are some steps you can follow to handle the situation professionally:

  1. Consider your decision: Before canceling the interview, it's essential to be absolutely sure about accepting the job offer you've received. Evaluate all aspects of the offer, such as the salary, benefits, work culture, and growth opportunities. Reflect on how well the job aligns with your career goals and values.
  2. Prompt communication: Communicate your decision as soon as possible. It is courteous to inform the company with whom you scheduled the interview promptly, so they have enough time to adjust their schedule and potentially reschedule the interview with another candidate.
  3. Phone call or email: Decide whether you will inform the company via phone call or email. Generally, a phone call is more personal and thoughtful, especially if you have had significant interactions with the employer or interviewers. However, if you haven't had any direct communication, an email can also suffice. Regardless of the chosen method, always be clear and concise in your communication.
  4. Express appreciation: Regardless of the reason you're canceling, express your gratitude for the opportunity to interview with the company. Thank them for considering your application and for their time and effort in the recruitment process. It is essential to leave a positive impression, as you might wish to reconnect with the organization in the future.
  5. Apologize for any inconvenience: Acknowledge that canceling the interview may cause inconvenience to the company. Apologize for any inconvenience caused by your decision and express your understanding of the impact it may have on their hiring process.
  6. Offer an explanation (optional): If you feel comfortable sharing the reason behind your decision, you can provide a brief explanation, but maintain a professional tone. Be mindful that you are not obligated to disclose specific details; it is acceptable to keep your reasons private.
  7. Maintain relationships: Reiterate your interest in the company's mission or industry and express your hope that you can maintain a professional relationship with them in the future. Networking can be crucial in your career, so it is always beneficial to leave a positive impression.


Remember, even though you have received a job offer, it's important to handle the situation respectfully and professionally. Treat each company you interact with during your job search with courtesy, as you never know when your paths may cross again.


How to cancel an interview and still keep the door open for future opportunities?

When canceling an interview, it is important to show professionalism and maintain a positive impression to keep doors open for future opportunities. Here's how you can cancel an interview while leaving a good impression:

  1. Notify as soon as possible: As soon as you realize you need to cancel, reach out promptly to inform the interviewer. This shows respect for their time and allows them to make alternative arrangements.
  2. Be sincere and apologize: Start the message or call by expressing your sincere apologies for canceling. Acknowledge that their time is valuable, and you understand the inconvenience caused.
  3. Provide a valid reason: Give a brief explanation for canceling the interview. It's better to be honest but also maintain a professional tone. Ensure your reason is valid and reasonable, such as illness, personal emergency, or sudden schedule conflict.
  4. Express interest for future opportunities: Show your genuine interest by emphasizing that you would still like to be considered for future openings. Explain that circumstances have led to the cancellation, but you value the company and would appreciate staying connected.
  5. Offer alternative options: If possible, propose an alternative solution, such as rescheduling the interview or asking if you can reach out in the future. This demonstrates your flexibility and commitment to maintaining the relationship.
  6. Thank them for understanding: Express gratitude for their understanding and consideration in accommodating your request. It is essential to keep a positive tone throughout the conversation.
  7. Follow up with a thank-you note: After canceling, send a thank-you note to express your gratitude once again for the opportunity. This further reinforces your professionalism and interest in potential future opportunities.


Remember, even if you're canceling an interview, it's crucial to maintain a respectful and cordial approach to leave a positive impression for possible future interactions with the company.


How to cancel an interview if you can't make it due to a family emergency?

When canceling an interview due to a family emergency, it is important to be respectful and considerate of the company and the interviewer's time. Here's a step-by-step guide on how to cancel the interview:

  1. Prioritize the family emergency: Evaluate the severity of the situation and make sure that taking care of the family emergency is the primary focus.
  2. Notify the interviewer promptly: As soon as you realize you won't be able to make it to the interview, try to contact the interviewer as quickly as possible. If you have a phone number or email address, use the most suitable means of communication available.
  3. Be honest and brief: Clearly state the reason for cancellation, mentioning that it is due to a personal or family emergency. You do not need to provide all the details, but a basic explanation will suffice. Express your regret for canceling and apologize for the inconvenience caused.


Example email:


Dear [Interviewer's Name],


I hope this email finds you well. I am writing to inform you that due to an unexpected family emergency, I won't be able to attend the scheduled interview on [date and time]. I apologize for any inconvenience this may cause and truly regret having to cancel. I highly appreciate your understanding in this matter, and I hope we can possibly reschedule the interview at a more convenient time.


Once again, I am sorry for any disruption this may cause, and I appreciate your consideration.


Kind regards, [Your Name]

  1. Offer to reschedule: If the circumstances allow, propose an alternative date and time to reschedule the interview. This indicates your genuine interest in the position despite the unforeseen situation. However, if the family emergency prevents you from rescheduling in the near future, let the interviewer know that you would be interested in considering future opportunities with their company.
  2. Follow up: A few days after canceling, consider sending a follow-up email, expressing your gratitude for the understanding and any flexibility they provided. This demonstrates your professionalism and leaves a positive impression.


Remember, it is crucial to handle the situation with understanding, as unexpected events can happen. Building good rapport and effective communication may leave the door open for potential future opportunities with the company.

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