Cancel Interview Email Sample: Template and Tips for Apologetic Messages

Canceling an interview can be one of the most difficult tasks to do. You have researched the company, prepared for the interview, and even planned your travel arrangements. But life happens, and there are times when you need to cancel the appointment. It could be due to personal circumstances, a change in plans, or a job opportunity that you cannot resist. Whatever the reason, it’s essential to send out a cancel interview email promptly and professionally.

Fortunately, we’ve got you covered. In this article, you’ll find cancel interview email samples that you can use as a basis for your correspondence. These samples are customizable, so you can edit the details as needed, depending on your situation. We understand that composing a cancel interview email can be nerve-wracking, so we’re here to ease the process for you.

Whether you’re canceling a job interview from an initial phone screen, video interview, or in-person interview, it’s essential to be respectful in your communication. After all, you don’t want to burn bridges with a potential employer and leave a negative impression. Our cancel interview email examples will help you craft a message that is both courteous and professional.

So, sit back, relax, and let us guide you through the process. With our cancel interview email samples, you’ll be able to cancel appointments with ease and professionalism. Remember, life is unpredictable, and there will be times when you need to make changes to your schedule. Let our cancel interview email templates help you handle these changes gracefully.

The Perfect Structure for a Cancelled Interview Email: How to Do it in Style

Having to cancel an interview can be an awkward and uncomfortable experience. However, there are ways to handle it gracefully. To communicate the cancellation effectively, you need a well-structured email that conveys your message in a professional and courteous manner. Let’s dive into the details of the ideal structure for a cancelled interview email.

Opening paragraph: The first paragraph of your email should be focused on the issue at hand- the cancellation of the interview. It is important that you start by communicating the reason for the cancellation. Whether you’ve changed your mind about the job, faced an emergency or illness, or have scheduling conflicts, provide a clear and concise explanation. This will help prevent any misunderstandings or confusion.

Acknowledgement and apology: In the next paragraph, acknowledge the inconvenience caused by canceling the interview and apologize for any inconvenience. While it can be tempting to keep it brief, including the apology shows respect for the employer’s time and efforts. It also reflects your professionalism and reliability. You may also include a sentence thanking the employer for their consideration and expressing regret for missing the opportunity to meet with them.

Suggest an alternative: The next step is to suggest an alternative date and time that works for you. It is important to be flexible and offer a range of options to make rescheduling easier for the employer. Be mindful of their schedule, and try to accommodate their availability as much as possible. Be sure to mention your willingness to reschedule and that you look forward to meeting them soon.

Closing paragraph: Finally, end the email with a courteous and polite closing statement. Express gratitude for the employer’s understanding and give them your best wishes. Remember to include your contact information so that they can easily respond to your email or follow up with you in the future.

Following this structure will help you craft an email that is clear, courteous, and professional. Keep in mind that it’s important to be as transparent as possible when canceling an interview and to provide alternative options for rescheduling. This will not only keep the conversation open but also leave a good impression on the employer, even if you had to cancel the interview.

Cancel Interview Email Sample for Different Reason

Rescheduling Due to Urgent Situation

Dear [Interviewer’s Name],

Thank you for the invitation to interview for the [Position’s Job Title]. Unfortunately, a family member has fallen ill, and I must be present to care for them. Therefore, I would like to request the relation of my scheduled interview on [Date] to any available time on [Rescheduling Date]. Thank you again for understanding my situation, and I apologize for any inconvenience that this may have caused.

Best regards,

[Your Name]

Withdrawal of Application

Dear [Interviewer’s Name],

Thank you for offering me the opportunity to interview for the [Position’s Job Title] role at your company. After careful consideration, I have decided to withdraw my application for personal reasons. I sincerely apologize for any inconvenience that this may have caused and appreciate the time and consideration that you invested in the recruitment process. I wish you and your company every success.

Kind regards,

[Your Name]

Accepted Another Job Offer

Dear [Interviewer’s Name],

I’d like to express my gratitude for offering me the opportunity to interview for the [Position’s Job Title] role at your company. However, I have accepted another job offer that better suits my professional development goals. I apologize for the inconvenience caused. Thank you again for considering my application, and I wish you and your organization continued success.


[Your Name]


Dear [Interviewer’s Name],

Thank you for extending an interview offer for the [Position’s Job Title] role. Unfortunately, I have contracted a severe illness, which has rendered me unable to participate in the interview process rigorously. I apologize for the short notice and hope that it doesn’t cause any trouble to your recruitment process. I appreciate your understanding and consideration.


[Your Name]

Change of Location

Dear [Interviewer’s Name],

Thank you for inviting me to interview for the [Position’s Job Title] role at your company. However, I have recently accepted a position that requires me to move to a different country for personal reasons. As a result, I must cancel my interview and withdraw my application. I apologize for any inconvenience that this may have caused.

Best regards,

[Your Name]

Conflicts with Existing Commitments

Dear [Interviewer’s Name],

Thank you for providing me with an opportunity to interview for the [Position’s Job Title] role at your company. I regret to inform you that I won’t be able to make the interview as I have a previously scheduled commitment on the same day. I apologize for any inconvenience that this may cause. If it’s possible, I would like to request to reschedule the interview to a later convenient date and time.

Kind regards,

[Your Name]

Better Qualified

Dear [Interviewer’s Name],

Thank you for inviting me to interview for the [Position’s Job Title] role at your company. However, since submitting my application, I have learned that I have not met all of the criteria required for the position. Therefore, I respectfully withdraw my application. I appreciate your consideration and care throughout the application process.


[Your Name]

Tips for Writing a Professional Cancel Interview Email Sample

Canceling an interview is never an easy decision to make, but sometimes circumstances require it. Whether you’re feeling under the weather or simply have a scheduling conflict, it’s important to handle the situation in a professional manner, especially when writing an email to cancel the interview. Here are some tips to help you craft a thoughtful and appropriate cancel interview email sample:

  • Be Prompt: It’s crucial that you let the interviewer know as soon as possible that you won’t be able to make the scheduled meeting. This gives them ample time to adjust their schedules and potentially accommodate other candidates.
  • Be Apologetic: Expressing your regrets for having to cancel the interview shows that you have respect for the interviewer’s time and effort. It also creates a positive and empathetic tone in the email.
  • Explain Why You’re Canceling: While it’s not necessary to go into great detail, it’s important to provide a reason for canceling. If it’s a personal issue, keep it brief and professional.
  • Show Gratitude: Even though you’re canceling the interview, it’s important to thank the interviewer for their time and consideration. This shows that you value the opportunity and appreciate their efforts.
  • Offer to Reschedule: If possible, mention that you would like to reschedule the interview. This shows that you’re still interested in the position and eager to meet with the interviewer in the future.

Following these tips will help you write a professional and courteous cancel interview email sample that addresses the situation appropriately while also maintaining a positive image and potential relationship with the interviewer.

Cancel Interview Email Sample FAQs

What should I include in a cancel interview email?

In a cancel interview email, you should include clear and concise language explaining why you are cancelling and your apologies for any inconvenience. Also, express your appreciation for the opportunity and offer to reschedule or follow up at a later time.

When is it appropriate to cancel an interview?

If you cannot attend the interview due to unforeseen circumstances such as illness, a family emergency, or a scheduling conflict, it is appropriate to cancel the interview.

How should I let the interviewer know I need to cancel?

You should let the interviewer know as soon as possible by sending an email or making a phone call.

What should I do if I need to reschedule?

If you need to reschedule your interview, mention it in your cancel interview email and suggest some dates and times that work better for you. Be as flexible as possible to accommodate the interviewer’s schedule.

Will cancelling an interview affect my chances of getting hired in the future?

While cancelling an interview is not ideal, it should not affect your chances of being hired in the future. However, if you have a habit of cancelling interviews, this could be seen as unprofessional and reflect poorly on your candidacy.

What if the interviewer is unavailable when I want to reschedule?

If the interviewer is unavailable when you propose to reschedule, ask for another mutually convenient date and time. It’s important to be as flexible as possible when rescheduling.

Should I explain why I am cancelling the interview?

You don’t necessarily need to explain why you are cancelling the interview, but if you feel comfortable, it can be helpful for the interviewer to know why you won’t be able to attend. Keep in mind that your explanation should be brief and honest.

Thanks for Stopping By!

So there you have it! A cancel interview email sample that can help you politely and professionally back out of an interview if needed. Remember, it’s always best to give as much notice as possible and explain your reasoning for canceling. We hope this article was helpful to you and if you ever find yourself in a similar situation, feel free to refer back to this guide. Thanks again for reading and be sure to visit us again soon for more useful guides and tips!