How to Cancel an Interview (with Email Samples and Phone Scripts)
Getting an interview in the first place requires a lot of hard work. But sometimes, things change, and you decide to cancel your interview. If you’re facing this tricky situation, fear not: We’re here to walk you through canceling an interview, with sample emails and scripts.
When to cancel an interview
First things first: Once you’ve accepted an interview, only cancel it if you’re 100% sure you don’t want to the role. In fact, you should only cancel if you’re 100% sure you’ll never want any role at that company ever. And even then, stop and think about it. After all, every interview is an opportunity for some hands-on interview experience, which could prove helpful in your long-term career.
So, when should you cancel?
Your interviewer has a busy schedule, and the sooner they know you’re not coming, the sooner they can schedule other appointments in that valuable time slot. Additionally, if you wait, you run the risk of damaging your relationship with the company. Your goal when canceling an internship or job interview is to come across as responsible and professional throughout. One of the best ways to do that is through clear communication and ample advance notice.
How to cancel an interview
If you’re positive you don’t want the job and you don’t want the interview practice, you still need to let the interviewer know that you’re making a clean break.
Here are three reasons that you should give potential employers a heads up if you’re not going to make the interview:
- It’s the polite thing to do.
- You don’t want to burn bridges. You never know if your interviewer might become the hiring manager at an awesome future employer 10 years from now. Canceling the interview graciously ensures you maintain the relationship.
- You never know who knows whom. Recruiters are always in touch with other recruiters. Don’t give anyone a reason to think poorly of you. You never know who they’re talking to.
Now that you know the basics, here’s an example of how to cancel an interview.
Sample email template for canceling an interview
Subject: [Name] – Canceling Interview on [Date] Dear [Interviewer or Hiring Manager Name], I wanted to let you know that I will be canceling my upcoming interview for the [title] role on [date]. [Insert brief reason for canceling, without going into too much detail.] I would like to withdraw my application at this time. I apologize for any inconvenience. I so enjoyed getting to know you, and I hope we can stay in touch going forward. Thank you so much for your time and support! All the best, [Name]
If you’ve been talking with the interviewer or hiring manager on the phone, rather than via email, it may be more appropriate to dial them up.
Sample phone script for canceling an interview
Hi, [name]. It’s [your name]. I wanted to let you know that I need to cancel my upcoming interview for the [title] role on [date]. [Insert brief reason for canceling, without going into too much detail.] I also want to withdraw my application at this time. I’m so sorry for any inconvenience this might cause you. It’s been great getting to know you, and I really hope we can stay in touch going forward. Thank you so much, and have a great afternoon!
Hello, can I please speak to [interviewer or hiring manager name]?
