How to cancel an interview you’d like to reschedule

You might need to move an interview time around for any number of reasons — the interviewer’s schedule may have changed, hiring for the role could have been paused or there could be factors about the job the team wants to nail down. Whatever the reason, it’s best to be honest and clear. Consider customizing this cancellation template, which indicates that you’re still interested in the candidate but need to adjust the interview schedule.

Email subject line: Rescheduling Interview for [Job Title] Role

Hi [Candidate’s Name],

I apologize in advance for any inconvenience, but we’ll need to reschedule the interview we had planned for the [insert job title] role on [date and time of original interview].

Unfortunately, [insert reason for rescheduling, such as if the role has been put on hold or if an interviewer has a scheduling conflict].

I want to reiterate that the team is enthusiastic about your application and qualifications, so we hope to make another time for an interview work soon. Please let me know what your availability looks like over the next [insert applicable time frame] so we can reschedule.

Thank you again for applying, and we hope to speak with you soon.

Sincerely,

[Your name and email signature]

How to cancel an interview without rescheduling

While not ideal, you might sometimes find yourself canceling an interview without any potential for rescheduling. Perhaps one of the decision makers in the hiring process had a change of heart, or another candidate has accepted an offer for the role. Adjust this cancellation email template to fit the situation you’re facing.

Email subject line: Canceling Interview for [Job Title] Role

Dear [Candidate’s Name],

I’m reaching out today because, unfortunately, we’ll need to cancel the interview we had scheduled for the [job title] position at [date and time of original interview].

[State reason for cancellation, such as if another candidate has accepted an offer or you have decided to pursue other candidates at this time.]

We wish you all the best in your future endeavors, and thank you again for applying.

Sincerely,

[Your name and email signature]

Interview Cancellation Email Templates for PDF & Word

Use these cancellation email templates to inform job candidates about the change clearly and courteously.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.