How to Write an Interview Cancellation Email (Plus Template)
How to Write an Interview Cancellation Email (Plus Template)
In the middle of the hiring process, sometimes it cannot be helped that you have to cancel a job interview with a candidate. Can employers cancel interviews? You can, but it’s also good form to inform candidates of interview cancellations as soon as possible with an explanation. Whether it’s a cancellation due to an emergency or the job no longer being available, you should be transparent with candidates.
When emailing a job interview cancellation email, thank the candidate for taking the time to apply. Then add that you need to cancel their scheduled interview and the reason for doing so. If you are still hiring for the job, also include a new schedule and confirm if they are available on the said date or note that you will be in touch with them soon for a new schedule.
If you are canceling the interview because of other reasons such as a freeze hiring or because you have hired another candidate, explain this, and add that you will keep their resume in your profile for any future openings or the job will be open to hiring again. Close it by wishing the applicant good luck in their job-hunting efforts.
Here is a job interview cancellation email template that you can follow:
Dear [first name],
Thank you for taking the time to interview for the [job opening] position. Unfortunately, we need to cancel our scheduled interview for the opening that we lined up for on [date and time].
[If you are canceling and planning to reschedule]
We are canceling this interview because of a schedule conflict with [role of interviewer] which just came up. Would you be available on [date and time] instead?
OR
We are canceling this interview because of a schedule conflict with [role of interviewer] which just came up. We will be in touch soon with a new interview schedule.
I want to note that we are excited to know more about your experience and skills so we are looking forward to the next interview with you. Please let me know if you have any concerns.
Thank you again for applying and I apologise for the inconvenience.
Regards,
[Your name]Alternative body:
[If you are canceling with no plans to reschedule]
We are canceling this interview because [the role has already been filled OR we have received a directive that hiring for this job is temporarily put on hold]
We will keep your resume on file in case we are hiring again for this job OR if any job opening we have in the future is a good fit for you.
Thank you again for applying and we wish you the best of luck in your job hunt.
Regards,
[Your name]No one likes to send job interview cancellation emails but it’s good to know how to write them in case you need them. When you keep candidates informed of movements in their application, whether it’s good news or cancellations, it makes them feel valued and important and it gives them a good impression of your company. Make sure that your rescheduled interview will go smoothly by reminding them the day or 2 days before the appointment with this template.