In my 20 years as an HR professional, I’ve seen countless job candidates cancel interviews, but what’s more distressing is the staggering 60% of candidates who fail to show up without prior notice.
This lack of communication leaves employers in a lurch and negatively impacts the candidate’s professional reputation.
If, for any reason, you find yourself unable to attend a scheduled interview, it’s vital to handle the cancellation correctly.
This article will highlight the importance of proper communication and give you practical tips on how to cancel an interview without burning bridges. Let’s read on!
Reasons for Interview Cancellation
Personal emergencies
Life’s unpredictable nature often interferes with our plans. Personal emergencies like family crises or unforeseen incidents are valid reasons to cancel an interview.
Changes in job requirements
Sometimes, the job requirements or roles may change after applying for a position, making the role unsuitable. In such cases, it’s best to cancel your interview and focus on opportunities that align with your career path.
Better job offers
Job seekers often apply to multiple companies at once, and there may be instances when you receive a more appealing job offer. If the new offer aligns more with your career goals, canceling other interviews is a professional courtesy.
Health issues
If you’re not physically or mentally well, it’s better to cancel the interview than perform poorly or risk transmitting an illness. Prioritizing your health is not a weakness; it’s a necessity.
Read More: “I Overslept and Missed a Job Interview!” The Best Thing to Do in This Scenario
Consequences of Not Canceling an Interview
If you wonder whether you should inform the hiring manager of your intention to cancel or reschedule the interview, the answer is a big “YES”.
Some candidates also believe it’s unprofessional to cancel a job interview. Contrary to their beliefs, it’s not unprofessional to cancel an interview. Canceling job interviews is very common. Unexpected events may coincide with your interview schedule. Or you simply change your mind. It’s unprofessional to cancel the interview without informing the employer.
Failing to notify the employer can lead to the following consequences:
Negative impact on professional reputation
Not canceling can damage your professional reputation. Recruiters often communicate with their peers in the industry, and a “no-show” reputation can hinder future job opportunities.
Hurting the interviewer’s perception of applicants
Your actions can affect the interviewer’s perception of job seekers in general. Not canceling can lead them to view candidates more skeptically, which may affect their interactions with future applicants.
Missed opportunities in the future
Not canceling professionally might result in the company not considering you for future opportunities, making your future job search more difficult.
How to Cancel an Interview – 5 Tips to Do It Right
Act promptly
When you are aware of circumstances leading to an interview cancellation, you need to inform the employer as soon as possible before the interview. Don’t wait until the last minute.
Giving ample notice shows respect for the interviewer’s time and maintains professionalism.
It allows the interviewer to adjust their schedule and fill the interview slot with another candidate.
Read More: How Early Should You Be For An Interview: Interview Etiquette 101
Choose the right communication method
Depending on how soon the interview is and the company’s communication style, you may want to cancel a job interview by phone, email, or even both. If your interview is within the next day or so, a phone call is the best way to ensure your message is received. An email is usually sufficient if the interview is a few days out.
Be clear and concise
In your cancellation, clearly state your intention to cancel the interview. There’s no need to go into extensive detail about your reasons. Something simple like an unexpected commitment or accepting another job offer will suffice.
Maintain professionalism
Regardless of your reasons for canceling the interview, remaining professional is important. Thank the company for their time and the opportunity. Apologize for any inconvenience your cancellation may cause.
Leave the door open
If you’re still interested in the company but are no longer available for a previously scheduled interview, express your interest to reschedule your interview or being considered for future opportunities. It’s a small world; you never know when you might cross paths with the company again.
Remember, it’s okay to cancel an interview if you need to, but doing so in a professional and respectful manner will help maintain your reputation in the job market.
Preferred Methods of Canceling an Interview
Direct Call
A direct phone call remains the most professional approach for canceling an interview, particularly for last-minute situations.
This personal interaction often facilitates greater understanding and respect between both parties. Upon concluding the call, sending a follow-up email for official documentation is advisable.
When I was in HR, I was often impressed by candidates who took this two-step approach. It conveyed their professionalism and genuine respect for others’ time. Consequently, I was always open to rescheduling their interview or considering them for future opportunities.
Voice Message
If your call doesn’t connect with the HR representative, leaving a voice message followed by an email is a viable alternative.
Your message should include your name, the position you’ve applied for, the interview date, your cancellation reason, and your contact number for potential callbacks.
In cases where phone contact is not successful, an email sent directly to the HR personnel becomes the best option. Your email should state that you attempted to contact them by phone and provide your reasons for canceling.
Be concise yet sincere in your wording. Maintain a professional tone and avoid oversharing personal details. Always remember to express your gratitude for the opportunity and apologize for any inconvenience caused.
Sample Interview Cancellation Notes
How to cancel an interview via phone
With an intention to reschedule:
“Hi [Interviewer’s Name], My name is Mike Johnson. I’m scheduled for the Product Manager interview on [state date and timing]. Unfortunately, I can’t attend the interview due to [state reasons]. I’m still interested in the position and would like to reschedule the interview to [state at least 2 – 3 dates]. Let me know if that is possible. I’m truly sorry for the inconvenience this may cause.”
To retract the application because you got a job:
“Hi [Interviewer’s Name], My name is Mike Johnson. I’m scheduled for the Product Manager interview on [state date and timing]. I’m calling to inform you that I’ve accepted another job offer. Therefore, I would like to cancel my interview and withdraw my application. I apologize for the inconvenience caused and appreciate your time and consideration.”
How to cancel an interview via email
With an intention to reschedule:
Subject: Mike Johnson – Reschedule Interview
Dear [Interviewer’s Name],
I’m writing to inform you that I have to cancel the interview for the [Job Title] position scheduled for [Date] due to [brief explanation of the cancellation reason].
I’m still very interested in working with [Company Name] and hope to reschedule the interview for another date. My availability is [mention 2-3 dates and times].
My apologies for any inconvenience this may cause. I look forward to the possibility of rescheduling.”
Sincerely,
[Your Name]
To retract the application because you got a job:
Subject: Mike Johnson – Interview Cancellation
Dear [Interviewer’s Name],
I hope this message finds you well. I regret to inform you that I have to cancel the interview for the [Job Title] position scheduled for [Date] because I have accepted a job offer from another company.
I apologize for any inconvenience caused and appreciate your time and consideration. I wish you all the very best in your ongoing search.
Sincerely,
[Your Name]
How to cancel an interview via voice message:
With an intention to reschedule:
“Hi [Interviewer’s Name], My name is Mike Johnson. I’m scheduled for the Product Manager interview on [state date]. I tried reaching out to your direct line but couldn’t get through. I regret to inform you that I’m unable to attend the interview due to [state reasons]. I’m still interested in the position and would like to reschedule the interview to [state at least 2 – 3 dates] if that is possible. You can reach me back at [your phone number]. Look forward to hearing from you. I apologize for the inconvenience caused.”
To retract the application because you got a job:
“Hi [Interviewer’s Name], My name is Mike Johnson. I’m scheduled for the Product Manager interview on [state date]. I tried reaching out to your direct line but couldn’t get through. I’m calling to let you know that I’ve decided to accept another job offer. So, I need to cancel my interview and withdraw my application. I appreciate your time and truly apologize for any inconvenience this might cause. Thanks so much.”
What If You’re No Longer Interested In The Job?
When you’re no longer interested in the job, you still need to notify the hiring manager to cancel your job interview by phone or email. Below is the email example you can consider:
“Subject: Mike Johnson – Interview Cancellation
Dear [Interviewer’s Name],
I am writing to you regarding the [Job Title] interview scheduled on [Date] at [Time]. I am very grateful for the opportunity to interview with your organization. However, I’ve decided to pursue a different path that is aligned with my long-term career goals.
Therefore, I would like to withdraw my application and cancel the interview.
I apologize for any inconvenience this may cause and appreciate your time and consideration.
Sincerely,
[Your Name]”
Conclusion
I hope this article helps you learn how to cancel an interview smoothly and effectively. The interview process is daunting, but you can easily handle it by applying the tips above.
In summary, when canceling an interview, it’s key to provide timely notice. Call the interviewer directly, expressing your regret and stating the reason for cancellation. If you’re still interested, suggest potential reschedule dates. If you can’t reach them, leave a voicemail and send a follow-up email for official records – maintaining professionalism is vital.
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