How to Cancel a Job Interview: Tips and Examples
At some point, we all might need to back out of a job interview. Maybe you snagged another gig, changed your mind, caught a cold, or life just threw you a curveball. Whatever’s up, you want to step back without stepping on toes. So, how do you pull off that smooth exit?
Stick with us! We’re breaking down the easy-peasy ways to bow out of an interview with handy tips for all situations and quick templates to swipe and use. Let’s dive in!
How to Cancel a Job Interview You’ve Already Said ‘Yes’ To?
Here are our 6 top tips on how to cancel an interview.
1. Give the Interviewer as Much Notice as Possible
Life happens. When figuring out how to cancel an interview, the key is to let them know as soon as you can’t make it. The earlier, the better.
2. Make it Clear Whether You Want to Cancel Forever or Just Postpone
If this job isn’t the right fit anymore, make it clear. But if it’s just bad timing, like a flu or unexpected event, indicate your interest in a future slot. Taking a step back and apologizing can be crucial.
Crafting the right apology email not only communicates your regret but also helps mend the relationship. Check out “How to Apologize via Email – Your Professional Guide to Saying Sorry” on Blinkist for expert guidance on delivering a sincere apology over email.
3. No-Show? No way!
Ghosting an interview is a major breach of trust. It’s not just unprofessional – it can seriously damage your reputation and future career prospects. As David DeSteno emphasizes in his book The Truth About Trust, trust is a cornerstone of successful relationships, both personal and professional. When you fail to show up for an interview without any communication, you’re essentially breaking that trust.
The Truth About Trust
- 20 min reading time
- audio version available
Remember, even if you’ve already accepted another offer, it’s crucial to inform the interviewer that you won’t be attending. This simple act of communication demonstrates respect for their time and maintains a positive professional connection.
In the long run, fostering trust and maintaining good relationships is far more valuable than any short-term gain from ghosting an interview. Choose the path of integrity and professionalism – it will serve you well throughout your career.
4. Explain Your Reason, But Don’t Over Explain
You don’t need to provide a reason for why you’ve canceled or postponed an interview, of course, but it helps.
Hiring managers are human, too. They understand that people get sick, their cars break down at the last minute, or they accept another job.
However, you don’t need to over-explain yourself. The interviewer doesn’t need to know you’ve been vomiting with a stomach bug all night or how you’ve accepted another job that pays $10,000 more.
A simple one-or-two-line explanation will do.
5. Apologize for the Inconvenience
Clear and respectful communication is vital, even when cancelling an interview. As emphasized in Mastering Communication at Work, a sincere apology for any inconvenience, particularly if it’s last-minute, can go a long way.
By demonstrating politeness and respect, you maintain a positive impression and leave the door open for future opportunities. A genuine apology shows the hiring manager you value their time and are considerate of the disruption caused.
Mastering Communication at Work
- 22 min reading time
- audio version available
Remember, effective communication fosters strong relationships, even in challenging situations.
6. If Postponing, Offer Suitable Dates and Times
If you do want to postpone the interview, let the interviewer know when you’re next free and provide some dates and times.
Be as flexible as you can with this. You don’t know how quickly the company wants to hire for the role, so you don’t want to ask for a new interview date weeks away.
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These books offer practical strategies and insights to help you enhance your communication skills in all areas of your life.
Canceling a Job Interview Examples
How to Cancel a Job Interview Last Minute
Whether it’s a broken down car or you’ve woken up with a migraine, you may have to cancel an interview you have later that same day.
If you’re canceling very close to the interview time, send an email and consider calling the front desk of the company to ensure your message gets through to the interviewer in time.
Email template:
Hi [interviewer’s name],
I have an interview for the software engineer role at London Technology Co. today at 10 a.m.
Unfortunately, I can’t make the interview due to a family emergency. Is it possible to postpone the interview until tomorrow or one day next week?
I’m available anytime between September 12 and 15. Please let me know what time and date suit you best.
Thank you for your consideration, and apologies for the inconvenience.
All the best,
[Your name]
How to Cancel a Job Interview Due to an Illness
If you’re feeling under the weather, it’s best to reschedule the interview. Attending while sick won’t impress anyone and could spread germs.
Plus, you won’t be at your best. Just let them know you’re ill and need to reschedule without diving into all the details.
Aim to set a new date when you’re confident you’ll be well and prepared. Give yourself ample time to recover and gear up to make a stellar impression. Remember, it’s important to get it right the first time, as rescheduling more than once may not be an option.
Email template:
Hi [interviewer’s name],
I have an interview for the software engineer role at London Technology Co. on September 9 at 10 a.m.
Unfortunately, I can’t make the interview due to an illness. Is it possible to postpone the interview until next week?
I’m available anytime between September 12 and 15. Please let me know what time and date suit you best.
Thank you for your consideration, and apologies for the inconvenience.
All the best,
[Your name]
How to Cancel a Job Interview Due to a Family Emergency
Explain that it’s a family emergency — although, just like with an illness, you don’t need to go into the details — and ask to postpone to another date or time.
Email template:
Hi [interviewer’s name],
I have an interview for the software engineer role at London Technology Co. on September 9 at 10 a.m.
Unfortunately, I can’t make the interview due to a family emergency. Is it possible to postpone the interview until next week?
I’m available anytime between September 12 and 15. Please let me know what time and date suit you best.
Thank you for your consideration, and apologies for the inconvenience.
All the best,
[Your name]
How to Cancel a Job Interview When You’ve Accepted Another Job
Be sure to mention you are withdrawing your application and that you won’t be available for another interview, rather than asking to postpone it.
You can mention you’ve accepted another job or simply state you’re withdrawing without providing a reason why (although you may be asked).
Email template:
Hi [interviewer’s name],
I have an interview for the software engineer role at London Technology Co. on September 9 at 10 a.m.
I need to cancel the interview, however, and would like to withdraw my application as I’ve accepted another job.
Thank you for the opportunity to interview for this role.
All the best,
[Your name]
How to Cancel a Job Interview Over the Phone
Most of the time, an email is best, so you have proof of the cancellation in writing.
However, if you’re canceling very last minute, it can be useful to phone the interviewer or company’s front desk to ensure the message gets through to them in time.
Follow the same rules as above:
- be polite and apologetic
- give a brief reason
- ask if it’s possible to postpone
Phone script:
Hi [interviewer’s name],
It’s Vanessa, I’m interviewing for the software engineer role with you at 10 a.m. today.
I wanted to give you a quick call as I need to cancel the interview due to a family emergency. Is it possible to postpone the interview until tomorrow or next week?
Apologies for the inconvenience.
Is it Unprofessional to Cancel a Job Interview?
While it’s not ideal to cancel a job interview, emergencies and illnesses happen. As long as you’re polite, prompt, and professional, the hiring manager should understand, and they should hopefully be able to give you another date and time for your interview.
However, you should avoid canceling a job interview when:
- There’s a chance you still want the job: If you’re having doubts about whether you want the job, it can be tempting to save yourself the stress of the interview and cancel it. But, not only are interviews good practice for future jobs you do want, you may learn more about the company and job role and decide it is for you after all. Even if you don’t want the job, you can always do the interview and turn down the job if you’re offered it.
- You’re not prepared for the interview: Preparation is key, but don’t opt out of the interview just because you’re feeling underprepared. Instead, seek guidance on how to ready yourself. For instance, Blinkist offers insights on “How to Prepare for Your Interview,” providing tactics to calm nerves and step in confidently. Remember, canceling might result in missing out on a rescheduling opportunity.
- Something better comes up: Yes, movie premieres or unexpected get-togethers are thrilling, but should they outweigh a potential job opportunity? Interviews might not be the most enjoyable part of the job-hunting process, but they are vital. Resist the urge to cancel; attend your interview and reward yourself with that movie or outing afterward.
How to Cancel an Interview and Get Interview-Ready in 7 Days
So, you’re trying to figure out how to cancel an interview without causing any hard feelings? That’s an important skill. But, knowing how to prepare for another interview?
That’s an even bigger deal. Let Blinkist give you a hand. Dive into our Get Ready in 7 Days collection, filled with easy-to-read articles and short audio episodes.
This collection is like your personal coach for job interviews. It helps you discover what makes you stand out and guides you to find the right job match for your skills. And that’s not all!
You’ll get hands-on tips for answering those really tricky questions and calming those interview day jitters. So even if you’re feeling nervous, remember: with the right prep, you can shine!
And guess what? Blinkist is offering a 7-day free trial right now. That’s a whole week when you can get yourself fully geared up for your next big job interview. Make the most of it!
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