How to Cancel a Job Interview (With Examples)

When you have an appointment for a job interview, and you can't make it, what should you do? What's the best way to cancel or reschedule?

Sometimes life happens—a child or other family member may become ill, you may have a suddenly conflicting work obligation at your current job, your Internet may not be working, or your car might have decided to break down the morning of the interview. With other interviews, you may have simply decided that this isn't the best job for you.

The answer depends on whether you have decided you don't want the job after all and want to cancel completely, or if you want to simply reschedule for a more convenient date and time.

Here's how to cancel or reschedule a job interview, the best options for letting the employer know, and sample email messages to review.

How to Cancel a Job Interview

Regardless of the circumstances, it’s important to let the employer know as soon as possible that you’re not going to be able to make it to your interview appointment. If at all possible, don’t wait until the last minute. Let the employer know as soon as you're aware you can't make it.

When You Don’t Want to Reschedule

If you have decided that you're truly not interested in the position after all, and you don't want to go to the interview, it is common courtesy to let the interviewer know that you have withdrawn your candidacy for the position.

Be Sure You Want to Decline the Interview

Think carefully, though, about your reasons for declining the interview—if you aren’t 100% sure whether or not you’d want the job, it’s generally better to attend the interview as a “fact-finding” mission. The only thing you have to lose is some time, and you might discover that the role is a better fit than you expected.

Call or Email the Hiring Manager

Should you decide that there’s no way you’d want the job (or if you’ve decided to accept another job offer), call or email the person who scheduled the interview to let them know that you are not going to attend the interview.

Provide as much notice as possible. There's no need to give a reason or an explanation. You can simply let the hiring manager know that you're no longer available to interview for the position.

Finally, because interviews are business transactions, you need to leave the “conversation” in as professional a manner as possible. Hiring managers can and do share information about their candidate pools with other local employers as a gesture of goodwill. Sometimes, if they can’t hire a candidate that has impressed them, they’ll forward their name to another employer who might be trying to fill a similar position.

Email Message Example Canceling an Interview

Use this email message template when you want to cancel the interview. Be sure to note that you are withdrawing your application from consideration.

When You Want to Reschedule the Interview

When you still want the interview, but can’t make it at the scheduled time, email or call the person who scheduled the interview. If you email and don’t hear back right away, make a call so that you know the interviewer gets the message.

It isn’t necessary to go into a lot of detail about why you need to change your appointment time—you can merely say something general like, “I need to reschedule because of an unanticipated family situation.” Suggest an alternative date and time so you can secure another interview slot.

Email Request to Reschedule Message

Use this email message example when you want to reschedule an interview. Let the hiring manager know when you'll be available for a meeting or call.

Give Plenty of Notice

Either way, give the company as much notice as possible that you aren't going to show up for the interview. Being considerate of the interviewer's time will be appreciated, even if you don't want the job.

Take the Time to Prepare

As you get ready for your rescheduled interview, take the time to prepare thoroughly so that you can ace it. It's not hard to prepare for a job interview, just time-consuming.

It involves researching the company you have an interview with, practicing your responses to common interview questions, and making sure you have appropriate interview attire.