Interview Cancellation Letter
Dear [Interviewee’s Name],
I am writing to inform you that due to unforeseen circumstances, we have to cancel your scheduled interview for the [Position] role at [Company Name]. We regret any inconvenience this may have caused and would like to thank you for your interest in our organization.
We understand that you may have made special arrangements and taken time off to attend this interview, and we apologize for any disruption this may have caused. Please know that we value your time and interest in our company.
If you wish to reschedule your interview, please feel free to reach out to us, and we will do our best to accommodate your request. Alternatively, we encourage you to apply for other available positions at our company that you may be interested in.
Once again, we apologize for any inconvenience this may have caused and thank you for your understanding.
Sincerely,
[Your Name]
[Company Name]
Formal Interview Cancellation Letter
Subject: Cancellation of Interview Scheduled on [Date]
Dear [Interviewer Name],
I am writing to inform you that I will not be able to attend the interview scheduled on [Date] for the position of [Job Title] at [Company Name]. Unfortunately, due to [reason], I must cancel my attendance.
I apologize for any inconvenience this may cause and sincerely appreciate the opportunity. I hope we may connect in the future under different circumstances.
Thank you for your understanding.
Sincerely,
[Your Name]
Casual Interview Cancellation Message
Subject: Interview Cancellation
Hi [Interviewer Name],
I wanted to let you know that I won’t be able to attend the interview scheduled on [Date] for the [Job Title] position. Something urgent has come up, and I sincerely apologize for any inconvenience.
Thanks for your time and consideration. I hope we can stay in touch.
Best,
[Your Name]
Company-Initiated Interview Cancellation Letter
Subject: Interview Cancellation Notification
Dear [Candidate Name],
We regret to inform you that the interview scheduled on [Date] for the position of [Job Title] has been canceled due to [reason, e.g., scheduling conflicts, internal changes]. We apologize for any inconvenience this may cause.
We will reach out to reschedule the interview at a later date if possible. Thank you for your understanding and interest in [Company Name].
Sincerely,
[HR Manager Name]
[Company Name]
Immediate Interview Cancellation Email
Subject: Urgent: Interview Cancellation
Dear [Interviewer Name],
I regret to inform you that I am unable to attend the interview scheduled for [Date] at [Time]. Due to unforeseen circumstances, I must cancel my appointment.
I apologize for the short notice and any inconvenience caused. I hope to reconnect in the future.
Best regards,
[Your Name]
Heartfelt Interview Cancellation Letter
Subject: Apology and Interview Cancellation
Dear [Interviewer Name],
I am truly grateful for the opportunity to interview for the [Job Title] position at [Company Name]. Unfortunately, due to [reason], I must cancel my interview scheduled on [Date].
I sincerely apologize for any inconvenience and hope we may have the chance to connect at a later time. Thank you for your understanding and consideration.
Warm regards,
[Your Name]
Provisional Interview Cancellation Letter
Subject: Provisional Cancellation of Interview
Dear [Candidate Name],
This is to inform you that your interview scheduled on [Date] for the [Job Title] position is provisionally canceled due to [reason]. We will notify you shortly regarding the possibility of rescheduling.
We apologize for any inconvenience and appreciate your patience and understanding.
Regards,
[HR Manager Name]
[Company Name]
Funny / Light-hearted Interview Cancellation Message
Subject: Oops! Need to Cancel
Hi [Interviewer Name],
It seems the universe has other plans for me on [Date], so I won’t be able to attend the interview for the [Job Title] position. I’m really sorry for the short notice and any disruption this may cause.
Hope to catch up some other time under better circumstances!
Cheers,
[Your Name]
What is an Interview Cancellation Letter and why do you need it?
An Interview Cancellation Letter is a formal or informal notice sent to inform the recipient that a scheduled interview will not take place.
Purpose:
- Notifies the interviewer or candidate of cancellation in a professional manner.
- Prevents wasted time for both parties.
- Maintains respect and professionalism for future interactions.
Who should send an Interview Cancellation Letter?
- Candidates who need to cancel their interview due to personal or professional reasons.
- Employers or HR departments who need to cancel or postpone interviews due to organizational changes, scheduling conflicts, or other reasons.
The sender must have the authority or relevance to communicate the cancellation.
Whom should the letter be addressed to?
- If sent by a candidate: the letter should be addressed to the interviewer or HR personnel.
- If sent by a company: the letter should be addressed to the candidate scheduled for the interview.
- Copies may be sent internally for record-keeping purposes.
When should an Interview Cancellation Letter be sent?
- When the candidate is unavailable due to illness, emergencies, or scheduling conflicts.
- When the company needs to cancel or reschedule due to unforeseen changes.
- As soon as the decision to cancel is made, to allow the recipient to adjust their schedule.
How to write and send an Interview Cancellation Letter
Steps:
- State the purpose clearly in the subject line.
- Address the recipient politely.
- Explain the reason for cancellation briefly (optional but courteous).
- Express apology for any inconvenience.
- Offer to reschedule if applicable.
- Close respectfully with appreciation for time and understanding.
Mode of sending: Email for speed and convenience, printed letter for formal or serious situations.
Formatting and tone guidelines
- Length: Short and concise, typically 1–2 paragraphs.
- Tone: Professional for corporate settings, casual for informal situations.
- Style: Clear, polite, and respectful.
- Etiquette: Apologize for inconvenience and provide alternatives if possible.
Common mistakes to avoid when cancelling an interview
- Delaying notification until the last minute.
- Providing vague or misleading reasons.
- Being impolite or dismissive in tone.
- Failing to offer alternative options when appropriate.
- Forgetting to confirm receipt or acknowledgment if required.
Elements and structure of an Interview Cancellation Letter
- Subject line indicating cancellation.
- Greeting addressing the recipient properly.
- Reason for cancellation (brief, optional).
- Apology for any inconvenience caused.
- Next steps (rescheduling, follow-up).
- Closing with courteous sign-off.
- Signature (if printed letter) or typed name (for email).
After sending an Interview Cancellation Letter: follow-up actions
- Confirm receipt if necessary.
- Provide alternative dates if rescheduling is intended.
- Notify internal teams or HR to update schedules.
- Maintain professional communication for potential future interviews.
Tricks and tips for writing an effective cancellation letter
- Send the notification as soon as possible.
- Keep the language polite and professional.
- Be brief and avoid over-explaining.
- Offer alternatives or rescheduling if feasible.
- Ensure accurate recipient information to prevent miscommunication.
