How to Write an Interview Cancellation Email
Sometimes, circumstances arise where you can no longer move forward with a job interview. If it’s beyond a mere timing conflict and you need to fully back out of the interview process rather than reschedule, sending a letter to cancel an interview is the simple and polite solution.
What Does Sending a Letter Accomplish?
A letter to cancel an interview is a candidate’s formal way of giving notice that they are no longer interested in being considered for a job. It allows the company to remove their application from the process and focus on other applicants while freeing up the candidate to accept a different job or continue their search elsewhere.
Why Cancel in Writing?
Like any scheduled meeting, failure to attend a job interview is highly unprofessional. It’s important to cancel in advance to avoid wasting the interviewer’s time, which could reflect very poorly on you.
More broadly, it’s important to give notice if you’ve decided not to pursue the position so that the company can fully consider other applicants. In a tight labor market, top candidates move quickly, so delaying their search by even a day or two could be a significant setback. Canceling promptly is the courteous thing to do.
When You Should Cancel an Interview
You should give as much notice as possible when canceling an interview. It’s unlikely that you’ll be able to reschedule if you change your mind, so be sure you’re confident in your decision to withdraw from the process before canceling.
Here are some circumstances that might cause you to cancel a job interview:
- You’ve accepted an offer from another company
- You’ve decided the position isn’t the right fit
- You’ve decided not to leave your current job
- Your plans have changed, like going back to school or moving
What to Include
Appreciation for the opportunity to interview
Your interview time and date
A brief statement of your decision to cancel
A warm closing
Example letter
Mr. Johnson,
Thank you for considering me for the position of office manager. Unfortunately, I need to cancel the interview scheduled for 2 p.m. on Tuesday. My circumstances have changed, and I am no longer looking for a new job.
I wish you the best in your search.
Warmly,
Cecilia Jones
By sending a short and simple letter to cancel your interview, you’ll show respect for the interviewer’s time while freeing yourself up to move on in a different direction.
