Canceling an interview doesn’t have to mean closing a door forever—when done right, it can even leave a positive impression. For anyone wondering how to cancel an interview, this article will show you how to bow out gracefully while keeping relationships intact.
From understanding when a last-minute cancellation is necessary to sending a clear, respectful cancel-interview email , we’ll walk you through the steps to stay professional and preserve future opportunities.
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Is it unprofessional to cancel an interview?
Canceling an interview is acceptable in most situations—as long as it's handled professionally. Emergencies or changes in circumstances happen, but the way you communicate this decision can impact how the employer views you.
“Candidates are expected to contact the recruiter or hiring manager immediately, preferably over email,” says Belema Ronabere, founder and recruiter of Persuasion Nation. If you cancel without timely notice, you risk being seen as unprofessional, potentially damaging future opportunities with that employer.
Valid reasons to cancel a job interview
There are times when canceling an interview becomes necessary. While it’s important to handle this carefully, certain reasons are generally accepted by employers.
- Facing a personal or family situation: Life can throw unexpected challenges your way, such as sudden emergencies. In these cases, canceling is understandable, but inform the employer as soon as possible. This shows that you value their time and take responsibility for communicating the issue promptly.
- Falling ill: If you're feeling unwell, it’s better to cancel the interview than risk spreading illness or not performing at your best. Sending a respectful email or making a quick call to explain the situation—and offering to reschedule—demonstrates professionalism and consideration for the interviewer’s time.
- Accepting another job offer: Once you’ve decided to accept a different offer, it’s polite to let the other employer know and cancel the interview. Express gratitude for the opportunity and the time they’ve invested. This keeps the relationship positive in case your paths cross again.
- Realizing you‘re no longer interested: After further research or reflection, you may decide the position or company isn’t right for you. How do you say you are no longer interested in an interview? In this case, cancel the interview early to prevent wasting time on both sides, allowing the employer to move forward with other candidates.
- Handling last minute emergencies: When emergencies—like accidents—happen, canceling an interview last minute may be unavoidable. While it can leave a negative impression, how you handle it matters most. “If it's a genuine emergency, promptly notify the interviewer, apologize, and if still interested, offer to reschedule,” says Chris Dukich, founder and recruiter at Display Now. “Transparency and respect for their time can help reduce any negative impressions.”
How to cancel a job interview: 6 steps to keep professionalism
The best approach is to send a cancel-interview email as soon as possible. Whether due to unforeseen circumstances or a change of plans, communicating your decision clearly and politely ensures you maintain professionalism.
Here's how to cancel an interview without burning bridges:
1 . Notify the employer as soon as possible
The moment you know you can’t attend the interview, reach out. The sooner you inform the employer, the more respectful it is of their time and effort.
2. Use a polite and professional tone
When canceling via email or phone, keep your message respectful. Start by thanking the interviewer for the opportunity. For example, you could say, “Thank you for the opportunity to interview for [Role]. I need to cancel our meeting on [Date], but I appreciate your time and consideration.”
3. Provide a brief explanation
You don’t need to go into excessive detail, but offering a short reason shows transparency and honesty. “There's no need for a lot of justification if you're no longer interested in the role, but a simple explanation like ‘a change in priorities’ or ‘another opportunity came up’ would suffice,” Ronabere says.
4. Apologize sincerely
A genuine apology helps soften the situation. Acknowledge that canceling on short notice may cause inconvenience, and express your regret.
5. Offer to reschedule (if appropriate)
If you need to cancel but are still interested in the position, suggest a new date and time for the interview. This shows that you're committed and flexible despite the situation.
6. Thank the interviewer again
End your message by reiterating your appreciation for the opportunity. This reinforces your professionalism and leaves the door open for future interactions.
How to cancel an interview: Samples
These templates are designed to help you get started. Mix, match, and make them your own!
Sample #1: For when you simply need to cancel the interview
Subject: Cancellation of interview
Dear [Interviewer’s Name],
I hope you’re well. I’m no longer able to attend the interview scheduled for [date] due to unforeseen circumstances. I apologize for any inconvenience this may cause and truly appreciate the opportunity.
Please let me know if there’s a possibility to reschedule, and thank you again for your understanding.
Best regards,
[Your Name]
Sample #2: For when you need to cancel last minute
Subject: Apology for last-minute interview cancellation
Dear [Interviewer’s Name],
Thank you for the opportunity to interview for [Role]. Unfortunately, due to an unexpected situation, I’m unable to attend our scheduled interview today at [time]. I sincerely apologize for the short notice and any inconvenience this may cause.
I’m still very interested in the role and would appreciate the opportunity to meet at your convenience. Here are a few times I’m available next week. [add some date options]. Please let me know if any of these work for you.
Best regards,
[Your Name]
Sample #3: For when you’ve accepted another job offer
Subject: Cancellation of interview – Accepted another offer
Dear [Interviewer’s Name],
I wanted to reach out and thank you for considering me for the [Position] role at [Company]. After careful consideration, I have accepted another offer and will need to cancel our upcoming interview scheduled for [date].
I truly appreciate the opportunity and the time you've already invested, and I hope we might connect again in the future.
Best regards,
[Your Name]
Sample #4: For when a personal or family matter arises
Subject: Request to reschedule interview
Dear [Interviewer’s Name],
I hope you're doing well. Due to a personal family matter, I’m unable to attend the interview scheduled for [date]. I apologize for any inconvenience and would greatly appreciate the opportunity to reschedule at a time that works best for you.
Please let me know if that would be possible, and I look forward to the chance to speak with you.
Thank you for your understanding,
[Your Name]
Sample #5: For when you're no longer interested in the position
Subject: Cancellation of interview
Dear [Interviewer’s Name],
I hope you're well. After further consideration, I’ve decided to withdraw my application for the [Position] role and will no longer be moving forward with the interview process. I appreciate the opportunity and the time you've taken to consider my application.
I wish you and the team continued success.
Best regards,
[Your Name]
No response after rescheduling? Here's what to do
It can be frustrating to request a rescheduled interview and not receive a response, but there are steps you can take to manage the situation professionally.
First, follow up politely after three to five business days, reiterating your request with something like, “I wanted to check in regarding my previous email about rescheduling. I remain excited about the opportunity and look forward to hearing from you.”
If needed, explore other contact methods, such as calling or sending a message through LinkedIn, in case your initial communication was missed.
If there’s still no reply, it might be time to move on, as the company may have decided to proceed in another direction. By staying professional and patient throughout, you maintain your integrity and leave the situation with confidence, knowing you’ve handled it the right way.