How to Cancel an Interview Over Email Politely and Professionally

Job interviews are a crucial part of the hiring process. They give both the employer and the job seeker a chance to see if they're a good fit for each other.

According to InsightGlobal, most people have at least 2-4 interviews before getting a job offer.

If you schedule multiple interviews, there's a good chance you'll get a job offer and have to cancel one or more interviews. This may seem taboo, but it's actually more common than you might think. Cancelling an interview politely and professionally saves everyone time and helps to avoid burning bridges, just in case you need to keep the line open in the future.

In this article, we'll cover everything you need to know about how to cancel a job interview without burning bridges by being polite and professional. Read on to discover 6 cancel interview email templates you can use to professionally cancel your upcoming interview today.

Is It Okay to Cancel An Interview?

Short answer: Yes, it's okay to cancel an interview, but it's important to do it the right way.

Life happens. You might get sick, have an emergency, or even receive another job offer. Employers understand that. However, how you handle the cancellation can leave a lasting impression. The key is to communicate early and clearly. The sooner you let the employer know, the easier it will be for them to adjust their plans, and the more professional you'll appear.

Should I Cancel an Interview After Receiving Another Offer?

If you've received another job offer and you're sure you want to take it, it's respectful to cancel any other interviews you have lined up. This frees up time for the employer and other job seekers. Just make sure to do it politely and professionally.

Also, consider the relationships you might be building for the future. The world is small, and you never know when you might cross paths with this employer again. So, it's smart to leave a good impression even as you cancel.

How to Cancel an Interview Without Burning Bridges

If you need to cancel an interview, try to do it without burning bridges and potentially ending any chance of a future relationship with the employer. While you aren't accepting their job offer now, you never know if something may change later on in your career.

So, to cancel an interview without burning bridges, you need to be polite, be professional, and communicate with empathy and honesty.

Be Polite

Politeness goes a long way. Use courteous language and thank the employer for the opportunity. This leaves the door open for future opportunities.

A simple "Thank you for understanding" can make a big difference.

Also, remember to apologize for any inconvenience you may have caused. This shows that you respect their time and effort in setting up the interview.

Be Professional

Stick to the facts and keep it brief. There's no need to go into a long story. Just state the reason for your cancellation clearly and offer to reschedule if appropriate. Make sure to use a professional tone throughout the email.

Avoid using slang or overly casual language, as this is still a professional interaction even if you're cancelling.

Empathy & Honesty

Put yourself in the employer's shoes. They've set aside time to meet you, so acknowledge that. Be honest about why you're cancelling, but you don't have to give every detail. A simple explanation will do.

It's also good to express that you understand this may cause some inconvenience and that you appreciate their flexibility. This shows empathy and can go a long way in maintaining a positive relationship with the employer.

What to Say When Cancelling an Interview

When cancelling an interview, make sure to:

• Use the Subject Line Wisely: Choose a clear and straightforward subject line, like "Interview Cancellation for [Your Name]."

• Address the Person Who Scheduled the Interview: Start the email by addressing the person who arranged the interview, usually the recruiter or hiring manager.

• State the Reason for the Cancellation: Briefly explain why you can't attend the interview. Keep it simple and honest.

• Offer to Reschedule: If the reason for your cancellation is temporary, offer to reschedule the interview for a later date.

• Thank the Employer: Always thank the employer for their time and understanding, and apologize for any inconvenience you may have caused.

• Be Polite and Appreciative: Even if you have to cancel, show that you genuinely appreciated the opportunity to interview with the company. It will go a long way if you are genuine in your email.

By following these bullet points, you can ensure that your email is both polite and professional.

6 Cancel Interview Email Templates

Use these 6 cancel interview email templates to cancel your upcoming interview without burning bridges. Feel free to copy and customize them as needed.

General Cancel Interview Email Sample

Need a simple, straightforward email to cancel an interview? Here's the template for you:

Cancel Interview Email Template: Accepted Another Offer

If you received another job offer and need to cancel a job interview, use the following template.

Professional Interview Cancellation Email

If you want to send a professional cancel interview email, give this template a try:

Polite Cancel Interview Email Template

If you want to send a polite and thankful cancel interview email, use this template:

Cancel Interview Template From Employer

If you are an employer who needs to cancel a job interview (or more than one), use this template to let your candidates know:

Decline Interview Email Template

If you need to decline an interview offer, use the following template:

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Be Polite and Professional to Avoid Burning Bridges

Cancelling an interview can be a delicate matter, but it's possible to do it without burning bridges. The key is to be polite, professional, and empathetic. Use clear and straightforward language in your email, and always thank the employer for their time and understanding. With the right approach, you can navigate this tricky situation smoothly.

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