How to Cancel a Job Interview Without Burning Bridges

Cancelling a job interview can feel daunting, particularly when you're worried about leaving the wrong impression. However, life happens, and sometimes cancelling is inevitable. The key is handling the situation with professionalism and respect. 

By approaching it the right way, you can maintain good relationships, keep doors open for future opportunities, and preserve your professional reputation. This guide will teach you how to cancel a job interview politely and effectively, offering clear steps, email templates, etiquette tips, and advice for common scenarios. 

What’s covered in this guide:

• When and why to cancel: Know valid reasons and the right timing.

• Steps to cancel gracefully: Clear, respectful communication tips.

• Email templates: How to cancel a job interview examples to simplify outreach.

• Professional etiquette: Maintain a positive impression.

• Common scenarios: Advice on rescheduling or declining the role.

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Why you might need to cancel an interview 

There are many valid reasons for cancelling job interviews. Ultimately, your circumstances are unique, and it’s okay to cancel if necessary, as long as you handle it professionally. 

Here are some common reasons to cancel an interview:

• Acceptance of another job offer: If you've accepted an offer elsewhere, it's respectful to inform other employers promptly to avoid wasting their time.  We share examples on how to cancel a job interview due to a job offer.

• Discovering the role isn’t a good fit: Perhaps you’ve researched the company or role further and realised it doesn’t align with your goals or values. It's ok to cancel an interview if you are no longer interested.

• Illness or emergencies: Life is unpredictable, and health or personal situations may mean attending isn’t possible and you need to reschedule the interview.

• Changed plans: Relocation, scheduling conflicts, or a decision to pause your job search could also lead to a cancellation. 

Remember, cancelling is completely reasonable if you communicate it professionally. 

Do you want to improve your interview skills? Prepare for your next interview with our guide on the most common interview questions.

3 best practices for cancelling an interview 

1. Give notice as early as possible 

The earlier you notify the interviewer, the better. This shows consideration for their time and allows them to adjust their schedule. Aim to provide at least 24 hours' notice where possible due.  If you can avoid it, do not cancel a job interview last minute!

Here’s how to choose the right method of communication:

• For advance notice: Sending an email is usually appropriate, as it provides a written record and respects the interviewer’s time. 

• For last-minute cancellations: If the cancellation is on the day of the interview, a phone call demonstrates urgency and respect. 

2. Be clear, brief, and polite 

When cancelling, use professional, concise, and respectful language. Thank the interviewer or hiring manager for the opportunity and apologise for any inconvenience caused. You don’t need to go into extensive detail about the reasons for cancelling. 

Try to avoid the following:

• Over-explain or justify your decision – keep it simple. 

• Sound defensive or overly casual – maintain professionalism. 

For example, you might say, “Thank you for the opportunity to interview for [position]. Unfortunately, due to [reason], I need to cancel our meeting. I apologise for any inconvenience caused and appreciate your understanding.” 

3. Adjust for the situation 

If your circumstances allow, rescheduling instead of outright cancelling can demonstrate continued interest in the role. Be proactive by suggesting alternative dates and times that work for you. 

For example: “I would love the chance to reschedule if possible. I’m available on [insert dates], but please let me know if another time works better for you.” 

Step-by-step guide on cancelling an interview 

So, how do you cancel a job interview? Follow these three steps to cancel an interview professionally:

Step 1: Confirm the interview details 

Before reaching out, double-check the date, time, and interviewer’s contact details to ensure your message is accurate. 

Step 2: Draft a polite email (or make a phone call) 

Craft a professional email or call the interviewer directly, depending on the situation. Below, you'll find specific email templates for different scenarios. 

Step 3: Follow-up if necessary 

If you don’t hear back, follow up to confirm your cancellation was received, especially if you leave a voicemail. This ensures clear communication. 

5 email templates and examples to cancel a job interview

Here are some professional examples to cancel a job interview by email.

Template 1: Cancelling due to another offer 

Subject: [Your Name] – Cancellation of Interview for [Position] 

Dear [Interviewer’s Name], 

Thank you for the opportunity to interview for the [position] role at [company]. Unfortunately, I must cancel our interview scheduled for [date]. I have recently accepted another offer and will no longer be moving forward in this process. 

I truly appreciate your time and consideration, and I hope our paths may cross in the future. 

Best regards, 

[Your Name] 

Template 2: Requesting to reschedule 

Subject: Request to Reschedule Interview 

Dear [Interviewer’s Name], 

I am writing to thank you for the opportunity to interview for the [position] role at [company] on [date]. Unfortunately, due to [reason], I will not be able to attend as planned. 

If possible, I’d love to reschedule. I am available on [insert dates] and would be happy to accommodate your schedule. Please let me know if one of these times works or if another date is preferable. 

Thank you for your understanding, and I apologise for any inconvenience. 

Best regards, 

[Your Name] 

Template 3: Cancelling last-minute 

Subject: Urgent – Cancellation of Interview 

Dear [Interviewer’s Name], 

I am sincerely sorry for the short notice, but due to unforeseen circumstances, I must cancel our interview scheduled for [date and time]. I deeply regret any inconvenience this may cause. 

I greatly appreciate the opportunity you offered and apologise for any disruption caused to your schedule. 

Kind regards, 

[Your Name] 

Template 4: Following up after missing the interview

Subject: Apologies for Missing Interview

Dear [Interviewer’s Name],

I sincerely apologise for missing our scheduled interview for the [position] role on [date and time]. Unfortunately, [briefly explain reason, e.g., "unexpected circumstances arose"].

If possible, I’d love the opportunity to reschedule at a time that's convenient for you. I truly value the chance to interview with [company] and apologise again for any inconvenience caused.

Please let me know if rescheduling is an option. Thank you for your understanding.

Best regards,

[Your Name]

Template 5: Gratitude for the opportunity after declining further steps

Subject: Thank You for the Interview Opportunity

Dear [Interviewer’s Name],

Thank you so much for the opportunity to interview for the [position] role at [company]. After careful consideration, I have decided to pursue another direction and will not be continuing in the process.

I truly appreciate the time you took to speak with me and the insight you shared about the role and [company]. It was a pleasure learning more about the team, and I hope our paths may cross in the future.

Thank you again for your time and understanding.

Best regards,

[Your Name]

Common mistakes to avoid and how to overcome them

When cancelling an interview, avoid the following missteps to protect your professional reputation:

• No-shows: Always communicate cancellations – ghosting reflects poorly on you. 

• Vague excuses: Be polite but honest about your reason for cancelling. 

• Unprofessional tone: Even in casual industries, professionalism is key. 

Key takeaways 

Cancelling a job interview is rarely ideal, but when handled professionally, it doesn't have to be awkward. By providing timely notice, crafting polite messages, and respecting the interviewer’s time, you can cancel an interview without burning bridges. Keep this guide as a reference for cancellations or rescheduling, and practice clear and polite communication as an essential career skill. 

Next steps?

To strengthen your interview skills and job search strategy, explore our related blog articles below, covering everything from showcasing strengths to mastering interviews and refining applications:

• How to answer the strengths and weakness interview question

• How to prepare for salary negotiations

• Star interview technique for a job interview

FAQs 

Is it unprofessional to cancel a job interview?

Canceling a job interview is not inherently unprofessional, as long as it is handled respectfully and with proper notice. Life circumstances, an unexpected event, changes in priorities, or acceptance of another position can sometimes make attending an interview impossible. The key is to inform the employer as soon as possible, ideally providing at least 24 hours' notice, and to express your appreciation for the opportunity.

Can I cancel an interview after confirming? 

Yes, as long as you notify the interviewer promptly and professionally. Sometimes it happens that you are no longer interested in the position or had another offer. A polite and professional approach ensures you maintain a positive impression and keep doors open for future opportunities.

What if it’s last-minute? 

Try to call directly and apologise for the short notice. If you can’t reach them by phone, follow up with a written email. Add 'Urgent' to the subject of the email to ensure it's read in a timely manner.

How do I cancel if I don’t want to reschedule? 

Respectfully withdraw your candidacy, thanking the interviewer for their time and the opportunity. Be honest, simply tell them you are no longer interested in the role.

Is it bad to cancel a job interview?

Cancelling a job interview isn't bad, but how you handle it matters. If you need to cancel, give as much notice as possible and be polite and professional in your communication. This shows respect for the employer's time and leaves the door open for future opportunities.