Receiving an interview request is one of the most exciting steps in the process of finding a new job, but you may encounter situations where the interviewer has to cancel. Responding professionally to an interview cancelation while staying positive is important for continuing your job search in a productive way. Understanding how to react when an employer reaches out to cancel an interview can help you recover from the setback and leave a good impression of your professional skills. In this article, we explain some of the situations where you might have to deal with an interview cancelation and provide strategies for responding appropriately.
- Reply using the same communication channel. …
- Thank them for the notice. …
- Inquire about the cancellation. …
- Ask to reschedule. …
- Express your continued interest. …
- Suggest time frames.
Interview Cancelled
When You Don’t Want to Reschedule
If you have decided that youre truly not interested in the position after all, and you dont want to go to the interview, it is common courtesy to let the interviewer know that you have withdrawn your candidacy for the position.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.
Sample Email Canceling an Interview
Subject: Your Name – Cancel Interview
Dear Hiring Manager Name,
Thank you very much for contacting me regarding the customer service agent position available at XYZ company. I appreciate your consideration for the job, but I need to cancel the interview that was scheduled for Tuesday, January 15th at 10 am.
I will not be available to interview and would like to withdraw my application for the position. Again, thank you for your consideration.
Best,
Your Name
Email Request to Reschedule Message
Use this email message example when you want to reschedule an interview. Let the hiring manager know when youll be available for a meeting or call.
Sample Email Asking to Reschedule an Interview
Subject: Your Name – Reschedule Interview Question
Dear Hiring Manager,
Would it be possible to reschedule the interview we had set for the customer service agent position on March 15th at 2 pm? I will not be able to attend at that time, but would very much appreciate the opportunity to talk to you about the position.
My schedule is open for the rest of the week, and Im available whenever is most convenient for you.
Thank you very much for your consideration.
Best,
Your Name
Increasing your chances for rescheduling
Being understanding and polite when an interviewer cancels shows that youre adaptable, flexible and easy to work with. The way you respond to challenges like a canceled interview can reflect upon how youll react during difficult situations in the workplace. Employers look for candidates who are willing to make allowances and compromise with their future colleagues. Getting frustrated or insulted when someone cancels could leave a bad impression and make the interviewer less interested in helping you find a job at their company.
Express your continued interest
Include a brief statement explaining that youre still interested in the position and are enthusiastic about the opportunity to meet. Make it clear that the inconvenience of rescheduling is not a deterrent and you would be interested in finding solutions to overcome any scheduling issues.
Inquire about the cancellation
If the interviewer simply canceled without providing a reason or asking to reschedule, take the initiative to ask about why they canceled. This will save both you and the interviewer time as you determine next steps and decide how to prepare an in-depth response. Here are some phrases you can use to politely ask about the reason the interviewer canceled:
Why might an interview get canceled?
Typically, employers who need to cancel an interview will provide you with a reason, but this is not always the case. Even if an employer doesnt provide any context for canceling the interview, you could still be in consideration for the position, so its important not to assume an employers intent. Considering the logical situations that could lead to a cancelation can help you stay calm and craft your response:
Ask Why the Interview Was Cancelled
Ask why the interview was cancelled in a nonaccusatory tone.
Example:
Is the interviewing process canceled or its just not a convenient time for our meeting?
Posing the question this way should yield a response about the hiring decision. If the interview cancellation is because the company already has selected a final candidate, tell the recruiter or hiring manager that you would appreciate it if she kept you in mind for future positions that match your qualifications.
Example:
Im sorry to hear that. Im still very interested in working for your company. Could you keep me in mind for future positions?
Always leave the door open so you can reapply for another position with that employer.
Write a follow-up note to the recruiter or hiring manager if you dont hear from him within a reasonable time about rescheduling your interview. In your email, restate your interest in the job and express your disappointment that your previously scheduled interview was canceled. In your message, ask for a reply about whether the job is going to be filled or if you should move forward with your job search.
Example:
Dear Mr. Doe, Im sorry that our interview that was scheduled last month had to be canceled. Im still interested in the paralegal position with your firm and would be delighted to reschedule our meeting. Please let me know when youre available. However, if you have decided not to fill this position, please let me know in a return email message so I can redirect my job search.
Take Steps to Reduce Interview Cancelations
A single interview cancelation is likely the candidate’s fault and may not be something you can solve. A series of them may indicate a trend in your hiring process that you need to solve.
Here are some things you can look into:
You may feel helpless if a candidate cancels their interview with you because they accepted another offer. The truth is, this isn’t entirely outside of your control. There are two things you can do.
The first is to ask the candidate what offer they received and see if you can beat it. You may not be prepared to offer them a job on the spot, but you may be able to convince them to still interview for it (perhaps under the guise of interview practice or a low-stakes interview) and offer them a better offer when they come in. Not everyone will bite, but some will, and you may be able to poach the candidate from your competition.
The second is to examine your hiring process. If competitors are hiring people out from under you when you haven’t even interviewed them yet, it means they started the hiring process earlier than you did (such as if the candidate has been putting out weekly applications for months), or their hiring process is faster than yours.
If you can find ways to reduce downtime and increase your hiring speed, you should be able to undercut the competition and reduce canceled interviews.
Can an interviewer cancel an interview?
In such cases, just tell an applicant that the interview is being canceled because the position has been filled. Give the applicant as much advance notice about the cancellation as possible. It’s just as impolite for employers to cancel interviews at the last minute as it is for applicants to do so.
FAQ
How do you respond to an interview cancellation?
Is it rude for an employer to cancel an interview?
How do you tell a candidate the interview is Cancelled?
