The Right Way: How to Cancel a Job Interview (+ Examples!)

Sometimes life happens when you’re on the job hunt and you may find yourself in a position where you need to know how to cancel a job interview. If you’ve ever found yourself in this tough spot, you should keep a few things in mind. This article will discuss situations when you might need to cancel an interview and how to do it professionally. I’ve also provided some tips for handling those unwanted, potential consequences.

The Importance Of Job Interviews 

Job interviews are a vital part of the hiring process. They allow employers to assess job seekers’ qualifications, experience, and personality. They also allow you – as a candidate – to learn more about the company and the job title you are applying for. To make the most of this critical opportunity, it is essential to be prepared.

Candidates should research the company in advance, familiarize themselves with the job requirements, and practice answering common interview questions. If you really want to make a good impression and prove you are the best person for the job you should also practice explaining how your past experiences have prepared you to be the best at the job you are interviewing for.

It is also essential to dress appropriately (this includes virtual interviews!) and arrive on time. Familiarizing yourself with the interview details can also put you one step ahead of others. Make sure you can confidently say the interviewer’s name, the company name, official position title, and any other pertinent details provided. Doing these things can increase your chances of impressing the potential employer and securing your next job opportunity.

Why You Might Want To Cancel A Job Interview

If you’ve considered canceling job interviews, you’re not alone. Things happen. There are lots of situations that could make someone consider canceling a job interview. A family emergency, sudden health issues, and other unforeseen circumstances are all valid reasons.

Outside of these, you may want to consider if canceling is the best course of action. In some cases, it may be. In others, it may not.

Questions to ask yourself before canceling a job interview

• Am I canceling due to unforeseen circumstances or an unexpected obligation?
• Am I canceling out of fear or because I feel unprepared?
• Will more time before the interview DRAMATICALLY impact my chances of success?
• Am I canceling with such short notice that the interviewer may not be notified in time?
• Have I learned something that has made me no longer interested in the role or company?

Uncommon Reasons to Cancel an Interview

There are also less common instances where you may need to cancel an interview that is already in progress.

If the interviewer seems disinterested in what you’re saying or distracted by other things, they will probably not be impressed by your qualifications. In this case, trying to salvage the interview might be worthwhile by asking engaging questions or sharing exciting anecdotes. However, if the interviewer doesn’t seem receptive, it might be best to end the conversation.

If the interviewer asks offensive or personal questions, it’s time to cancel the interview. There’s no reason to subject yourself to this type of treatment, and it’s unlikely that the company is somewhere you would want to work. Things related to your political views, religion, or sexual orientation are typically understood to be off-limits.

In most cases, it’s best to simply tough out a lousy interviewer rather than cancel mid-way through. Try to feel things out before making the decision to walk away as that could also mean walking away from the job opportunity altogether.

How To Go About Canceling A Job Interview 

Let’s face it. Canceling a job interview can be a really tricky situation. If done incorrectly, it can send the wrong message to the employer and jeopardize your chances of being offered the job. However, canceling an interview is not necessarily a big deal if handled correctly. There are ways to cancel an interview respectfully and without ruining your professional reputation.

Before you cancel, you might want to consider a few critical mistakes to avoid so that you don’t leave a bad impression on the recruiter, interviewer, or whoever you have been communicating with.

First, make sure you have a good reason for canceling. We discussed a few above but last-minute emergencies or changes in your schedule are generally considered acceptable. Try your best to avoid canceling simply because you could not adequately prepare or feel nervous. You never know – you may be neglecting yourself the opportunity to add a valuable contact to your professional network.

Second, reach out to your point of contact as soon as possible to let them know you will not be able to proceed with the interview and, ideally, request a new scheduled time. This step is extremely important because with proper notice you can remain professional and still be considered for future opportunities.

Be sure to acknowledge and apologize for any inconvenience caused. Don’t go overboard though as this can quickly create an uncomfortable situation. Avoid oversharing as to why you need to reschedule or what led you to make this decision. Keep it professional and then reaffirm your interest in the role and your desire to reschedule.

What To Do If The Interviewer or Hiring Manager Has Already Arrived for the Interview

Now, this is really worst-case scenario. You’re all set to knock your interview out of the park when something totally unexpected happens right before your interview time. You blow out a tire, you get an emergency call from a family member, or your internet crashes before a remote interview.

One of the best ways to make a terrible first impression is showing up late to an interview – or worse, realizing that you can’t make it to the interview at all at the very last minute. If you find yourself in this situation, take a deep breath and remember that your interviewer has likely dealt with their fair share of personal emergencies.

First, give the interviewer a call as soon as possible. If you have to speak to someone who is not your interviewer – like a receptionist or recruiter – be sure to tell them you’re calling in reference to a scheduled interview that is about to start or was supposed to start already.

Let them know that you won’t be able to make it and why. Again, do not over-share but some sort of reasonable explanation is expected and deserved as you are likely impacting someone else’s time.

Then, reschedule the interview for a later date and confirm your new interview time. Make sure to consider if you will need time to handle the emergency or unexpected circumstances before agreeing to the new interview appointment.

Finally, send a follow-up email thanking them for their flexibility and understanding while also confirming the rescheduled interview time.

These steps can minimize the damage caused by a last-minute cancellation and keep your job search on track.

Phone Script & Example Email for Canceling A Job Interview

Believe it or not, up to 28% of job applicants make the decision to completely “ghost” their prospective employer instead of calling or emailing to simply reschedule or politely decline an interview or job offer.

In reality, canceling an interview is pretty common and – though it is generally considered polite to cancel an interview scheduled with as much notice as possible – any communication is better than none. The sooner you cancel, the more likely the company will be able to reschedule your interview for another time.

You’ll notice that the examples below share a few common factors.

• Clearly identify yourself, the role you’re interviewing for, and the scheduled date/time of the upcoming interview
• Briefly explain why you’re canceling
• Reaffirm your interest in meeting the interviewer and discussing the role
• Be direct in inquiring about the rescheduling process and next steps OR your desire to withdraw from the hiring process altogether

Phone Example

There is one other important thing to consider when canceling over the phone and that is the fact that information can easily get lost in translation. Be sure to enunciate and confirm that they heard you correctly

It’s also likely that the interviewer has a calendar full of interviews with different people and maybe even different roles. So taking an extra second to confirm everyone is on the same page can be extremely important.

Example:

“Hi, my name is [first and last name] and I’m scheduled to interview for [job title] at [date and time].

Unfortunately, I won’t be able to attend at that time because [high-level explanation of the event that is causing you to reschedule].

I was really looking forward to speaking with [interviewer’s name] and would love to reschedule for [tomorrow/later in the week/next week…].

What is the best way for me to go about doing that?”

Cancellation Email Example

Email gives the added benefit of having all of your information readily available but lacks the personal connection that may be needed to cancel interviews without leaving a bad taste in someone’s mouth.

You may consider additional pleasantries to soften the blow but be sure to remain authentic and professional.

Example:

Subject Line: Interview on [day, date] at [time and timezone]

Good morning/afternoon [point of contact’s name],

I’m reaching out to let you know that I will not be able to attend my scheduled job interview with [interviewer] on [date]. Unfortunately, [high-level explanation of the event that is causing you to reschedule].

I sincerely apologize for any inconvenience this may have caused.

I am still really looking forward to speaking with [interviewer’s name] and would love to reschedule for [tomorrow/later in the week/next week…]. What is the best way for me to go about doing that?

Thanks again for your time and consideration.

Best regards,

[Your Name]

Your best contact number

Conclusion

Although it may be a difficult and often frowned upon decision, sometimes canceling an interview is the best decision. Knowing when it’s appropriate to do so and how to cancel a job interview in a way that doesn’t burn bridges is a skill of its own.

In fact, if done properly this can be a great way to show recruiters, interviewers, and hiring managers that you are a professional with integrity and just the right person for the job. Following the tips in this article will ensure you keep your professional reputation intact.

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