Interview Cancellation Email Template

What is an Interview Cancellation Email?

An Interview Cancellation Email is a formal communication sent by an employer or recruiter to inform a job candidate that their scheduled interview has been canceled. It typically explains the reasons for the cancellation and expresses regret for any inconvenience caused to the candidate. The email aims to maintain professionalism and respect the candidate's time and effort while managing changes in the recruitment process.

How to Write an Interview Cancellation Email?

Start with a clear subject line indicating the purpose of the email, such as 'Interview Cancellation' or 'Cancellation of Interview Scheduled for [Date].' Express regret for the cancellation and provide a brief reason, such as unexpected changes in the interview panel or internal scheduling conflicts. Apologize for any inconvenience caused and offer alternative options if applicable, such as rescheduling the interview or directing them to future opportunities. Close with appreciation for their understanding and professionalism.

Interview Cancellation Email Samples:

Sample 1:

Sample 2:

Revolutionize your HR management with our intuitive HR software solution

Get Free Demo

What should be included in an Interview Cancellation Email?

When crafting an Interview Cancellation Email, it's essential to be prompt, courteous, and clear to minimize inconvenience and maintain professionalism. Start by addressing the recipient respectfully and expressing regret for the need to cancel the interview. Provide a brief explanation for the cancellation, such as unexpected scheduling conflicts, changes in hiring needs, or any other relevant reason.

Apologize sincerely for any inconvenience caused, acknowledging the time and effort the candidate has invested in preparing for the interview. Assure them that this decision was made after careful consideration and is not a reflection of their qualifications or suitability for the role.

If possible, offer to reschedule the interview, providing alternative dates and times that are convenient for both parties. This gesture shows continued interest in the candidate and reinforces your commitment to considering them for the position. Include contact information or instructions on how the candidate can reach out to reschedule or if they have any questions or concerns. This ensures clarity and facilitates smooth communication during the rescheduling process.

Close the email with a polite closing remark, expressing appreciation for their understanding and flexibility. Reaffirm your interest in their candidacy and apologize once more for any inconvenience caused by the cancellation.

By handling the Interview Cancellation Email with transparency, empathy, and a willingness to accommodate, you maintain a positive impression of your organization and uphold respectful communication with the candidate.

In Short an Interview Cancellation Email should include:

1. Clear Subject Line: Indicate the purpose of the email.
2. Apology and Reason: Express regret for the cancellation and provide a brief reason.
3. Appreciation: Thank the candidate for their understanding and interest.
4. Alternative Options: Offer alternatives if applicable, such as rescheduling or future opportunities.
5. Contact Information: Provide contact details for further communication if needed.