How To Cancel An Interview Politely? (With Templates)

In this article, get expert advice on how to cancel an interview politely and professionally. Also, find the best templates to decline an interview for different reasons.

Are you facing the need to cancel a job interview? Life is full of unexpected twists and turns, and sometimes circumstances make attending an interview impossible.

If you find yourself in this situation, handling the cancellation professionally and courteously is essential to maintain a positive reputation in the job market.

This article guides how to cancel an interview effectively and politely. Whether you’re dealing with an illness, conflicting work obligations, or have accepted another job offer, we provide tips, step-by-step instructions, and sample email templates to help you navigate the process smoothly.

If you want to ensure that you handle the cancellation process professionally and maintain a positive relationship with potential employers, this article is for you. 

how to cancel an interview politely

Reasons To Cancel a Job Interview

Cancelling a job interview is sometimes unavoidable due to unforeseen circumstances or changes in your case. Here are some common reasons why someone might need to cancel a job interview:

  • Illness or Family Emergency: If you or a family member falls ill or experiences an emergency, it may require immediate attention and prevent you from attending the interview.
  • Conflicting Work Obligations: In some cases, you may have a work obligation at your current job that cannot be rescheduled, causing a conflict with the interview time.
  • Accepted Another Job Offer: If you have accepted a job offer from another company, it is essential to cancel the interview to allow the employer to focus on other candidates.

Regardless of the reason, it is crucial to provide notice as soon as possible to respect the interviewer’s time and allow them to make alternative arrangements.

Remember, professional courtesy goes a long way in maintaining a positive reputation in the job market.

How To Decline An Interview?

Cancelling an interview may feel daunting, but handling it professionally and promptly is essential. Follow these steps to cancel an interview effectively:

1. Choose the Preferred Method of Communication 

Determine whether a phone call or email is the best way to inform the interviewer. A phone call allows immediate conversation, while an email provides a written record.

2. Notify As Soon As Possible 

Time is valuable for you and the interviewer, so giving notice as early as possible is crucial. Avoid waiting until the last minute to cancel.

3. Be Brief, Honest, and Courteous 

Keep the cancellation message concise and to the point. Clearly state that you won’t be able to attend the interview and briefly mention the reason if appropriate. Apologize for any inconvenience caused and express gratitude for the opportunity.

Also Read:

Email Templates To Cancel a Job Interview

Template 1: Canceling Due to Another Offer

Subject: Interview Cancellation – [Your Name]

Dear [Interviewer’s Name],

I hope this email finds you well. I am grateful for the opportunity to interview for the [Position] at [Company]. However, I have recently received another job offer that aligns more closely with my career goals. Therefore, I regretfully inform you that I must cancel our scheduled interview on [Date and Time].

I genuinely appreciate the time and consideration you have given me throughout the hiring process. Thank you for understanding, and I wish you continued success in finding the ideal candidate for the Position.

Best regards,

[Your Name]

Template 2: Canceling Due to Personal Reasons

Subject: Interview Cancellation – [Your Name]

Dear [Interviewer’s Name],

I am reaching out to inform you that I am unable to attend the scheduled interview for the [Position] at [Company] on [Date and Time]. Unfortunately, I am facing an unexpected personal situation requiring immediate attention.

I sincerely apologize for any inconvenience this may cause, and I appreciate your understanding in this matter. If the opportunity arises, I would welcome the chance to reconnect.

Thank you for your time and consideration.

Warm regards,

[Your Name]


We face unexpected challenges in life, and cancelling a job interview can be tricky. But by being professional, honest, and respectful, you can turn it into a chance to grow and learn.

Stay positive, communicate well, and keep working towards your career goals. Success is waiting for you!

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