How to Cancel an Interview (With Tips and Email Templates)

So you want to cancel a job interview after you've already said yes to the invite. It happens! Maybe something unexpected came up or you realized the role just doesn’t align with your career goals. 

Whatever the reason, there’s no need to burn bridges in the process. You might want to work for this company in the future and besides, it’s a small world. You don’t need this hiring manager telling everyone they know (read: hiring managers at other companies) how rudely you blew them off.

Below we’ll go through scenarios when you should go ahead and cancel an interview, potential consequences, tips to do it politely and professionally, and templates you can copy and paste to make it all that much easier. 

Why should you cancel an interview? 

It's OK to cancel an interview if you're confident this isn’t a job you’re interested in pursuing. Here are just a few common scenarios when it makes sense to do so:

1. You’ve accepted another job offer 

When it comes to job searching, the initial goal is to get to the interview process. And you did—at multiple great companies! If you’ve accepted a job offer that excites you more, it’s important to be transparent and inform the other companies you’ve been communicating with that you’ve been scooped up. 

2. You’re sick or have another emergency

Maybe you lost your voice and can’t get more than a raspy squeak out. Or maybe you had to fly out-of-state to care for a parent, or there’s some other pressing issue that means you just can’t make the scheduled interview. You don't necessarily want to bow out of the process entirely but you have to cancel this interview and ask for a rain check. 

Read more: How to Reschedule an Interview Without Losing the Job

3. Your plans have changed

Life happens fast and with that, plans often change. For example, your partner may have accepted a job across the country and you’ll be moving soon. If you’ve scheduled an interview you were genuinely excited about, it may be worth asking the company if there’s any flexibility in the position. Whether that be about how you work, where you work, or otherwise. But sometimes you really just need to step away from a process—and that’s OK. 

4. The job doesn’t align with your career goals 

Muse career coach Yolanda Owens previously told The Muse that she often has clients who hear from companies they applied to months ago when they were going after “anything and everything.” 

You might’ve realized since then that you’re competitive for more senior-level roles or otherwise pivoted your search, says Owens, founder of CareerSensei Consulting and a former recruiter. 

Or maybe you applied recently but realized after doing your research that this role or company won’t help you get where you want to go. If you’re 100% sure this is the case, it’s best to move toward opportunities that are a better fit for you right now. 

Potential consequences of canceling an interview

• You may look unprofessional. If you send a rude message, for example, or wait till 20 minutes before your scheduled meeting and dash off an opaque, “Sorry, can’t make it!” canceling the interview could have a negative effect on your reputation.

• You may not get a second chance. No matter how legitimate your reasons are, you should be aware that canceling an interview might mean the company won’t call on you again—either for this role or others in the future. It may not be fair, but that’s the reality. 

How to cancel an interview? 

If you already have clear reasons not to pursue this position, you may now be asking yourself how to cancel an interview without burning bridges. The best thing you can do to preserve your reputation and a positive relationship with this interviewer and company is to send a thoughtful note. 

Here are four tips for politely canceling an interview: 

1. Let your interviewer know ASAP

Once you’ve made your final decision, be prompt and  give the interviewer as much warning as possible. If you think you’ll ever want to reach out to this person in the future, personalize your email by addressing them directly, making sure to use a professional tone. You never want to close the door to future opportunities. 

2. Express gratitude 

Whether this was supposed to be an initial interview or you’re already multiple rounds in, thank the person you’re writing to for considering you for the role. Remember that just as you took time to put together a stellar application, they took time to sift through the pile of apps, identify promising candidates, and reach out to speak with you. Acknowledging the effort they put in will go a long way in leaving a positive impression. 

3. Be brief about your reasoning

You don't owe anyone a detailed explanation. In fact, it does no one any good if you ramble about how you’re not into half the job duties or brag about another great offer you got. You should still provide a clear and valid reason—especially if you're canceling an interview last minute—but keep it brief and don’t give in to the instinct to overshare or overexplain.

4. Include your information

Hiring managers contact dozens of candidates daily, and it's not uncommon for them to have multiple interviews scheduled within the same day or week. That said, ensure that your email includes your information and the interview details.

For example, you could take advantage of the email subject line to highlight specific information, such as the job position you applied for and your name:

Subject: Interview cancellation: Joan Smith - People Operations Manager

Canceling an interview: Email templates

You've learned the theories, now it's time to apply these tips and write your email canceling the interview. Here are four templates for different situations—just copy and paste the one that suits you best, fill in the blanks with your information, and hit send.

If the job isn't the right fit for you… 

Dear [Name],

Thank you so much for taking the time to consider me for the [position] role at [Organization]. However, I’ve decided to go in a different direction at this time.

I look forward to continuing to follow [Organization’s] success in [what the organization specializes in]. 

I hope to stay in touch in case there is another opportunity to work together in the future. 

Best,

[Your Name]

If you accepted another job offer… 

Hi [Name], 

Thank you so much for taking the time to review my application for the [position] role at [Organization]. However, I have recently accepted an offer from another company. 

I’d love to keep in touch and if anything changes in the future, I’ll certainly reach out to see if there’s an opportunity for us to work together. 

Thank you again, 

[Your Name]

If your plans have changed… 

Hi [Name], 

Thank you so much for inviting me to interview for the [position] role at [Organization]. However, since confirming our interview, my circumstances have changed and I have to respectfully withdraw my application. 

I’d love to stay in touch and hope there might be another chance for me to work for [Organization] in the future. 

Thank you again for your time and consideration,

[Your Name]

If you’re hoping to reschedule… 

Hi [Name], 

I’m looking forward to talking about the [position] role at [Organization]! 

Unfortunately, I need to reschedule our meeting due to [brief reason you have to reschedule]. Please let me know if this is at all possible. I am available to talk on [two to three other days and times that work for you]. 

I’m sorry for the last-minute change but I hope that we can connect soon to discuss this exciting opportunity. 

Thank you, 

[Your Name]

Key takeaways 

Canceling an interview is totally fine, as long as you do it professionally to avoid damaging your reputation and relationship with the company. The hiring manager is likely accustomed to cancellations; they only expect consideration and professionalism from your end. Here are some key do's and don'ts to keep in mind:

• Don't take too long: Be as promptly as possible to inform you're withdrawing from the selection process. “But if I can't do it earlier, how to cancel an interview last minute?” In this case, express your apologies for any inconvenience the short notice may have caused.

• Never ghost the recruiter: Regardless of your reasons, always send a cancellation email to communicate your decision. Simply disappearing after accepting the invitation is deeply rude, unprofessional, and will likely damage your reputation.

• Keep the doors open: Another aspect of the “canceling an interview” etiquette is avoid burning bridges, even if you don't see yourself working for that company at the moment. So, stay open for future opportunities. You never know when a better fit might arise down the line.