How to Cancel a Job Interview
So, you’ve lined up a job interview, congratulations! But now, for one reason or another, you’ve decided it isn’t the right move. Maybe you’ve accepted another offer, a personal emergency cropped up, or you simply realized this role isn’t the right fit. Whatever the reason, canceling an interview can feel tricky. How do you back out with grace and professionalism?
How to Cancel a Job Interview Like A Pro
Follow these steps to cancel the right way and leave the door open for future opportunities.
1. Take a Moment to Reconsider
Canceling an interview isn’t a decision to make on a whim. Consider it carefully, especially if you’re canceling because of nerves or uncertainty about the role. Remember, job interviews are not only a way for companies to learn about you but also a chance for you to learn more about them.
If there’s any lingering doubt, consider rescheduling rather than outright canceling. This keeps your options open while giving you some breathing room. Once you’ve made the final call to cancel, commit to handling it with professionalism from start to finish.
2. Timing Matters: Act Quickly
Timing can make or break the impression you leave when canceling an interview. When you can’t attend, contact the hiring manager or recruiter. Giving them ample notice is courteous and allows them to adjust their schedule or invite other candidates.
If you’re less than 24 hours from the interview, pick up the phone and call them directly. It may feel uncomfortable, but a phone call shows that you respect their time and understand the inconvenience. If there’s more lead time, a polite email will also work. Avoid any last-minute communication or, worse, failing to show up; ghosting can damage your reputation in the industry.
3. Keep It Short and Gracious
Now, let’s talk about tone. Your message should be short, to the point, and considerate. Skip lengthy explanations or apologies. A simple, professional statement is best. Respect their time by expressing your gratitude for the opportunity and regret for any inconvenience. This shows thoughtfulness without over complicating your response.
Maintaining a positive tone is vital, as you may want to connect with this company or individual later. Leaving them with a good impression means they’re likely to remember you favorably, should another opportunity arise.
4. Offer a Reason (Only If Relevant)
While you’re not required to explain, a brief reason can sometimes add clarity and soften the cancellation. Reasons like “I’ve accepted another role” or “I can no longer commit due to unforeseen obligations” can help humanize your decision and convey respect for their process.
Avoid being overly specific, though, especially if the reason involves something personal. A simple, professional statement will be appreciated. Remember, this isn’t a time to apologize excessively or go into unnecessary detail; a straightforward explanation, or none, will do.
5. Leave a Positive Impression
Your goal should be to leave on the best note possible. Regardless of your reason for canceling, end with an expression of thanks and a wish for the company’s success. This simple gesture can go a long way to open the door for future interactions.
The world of recruiting and hiring is smaller than you think, and word travels. You may encounter this recruiter or hiring manager again at this company or another. When they remember your professionalism, they’re more likely to welcome you back for future opportunities, even if this one wasn’t the right fit.
6. Go the Extra Mile: Offer a Referral (If Appropriate)
If you’re canceling an interview but know someone who might be a perfect fit for the role, consider referring them. This isn’t always possible, but it can demonstrate your thoughtfulness and willingness to help. It also reflects well on you as someone who values connections and professional goodwill.
Referring another qualified candidate also shows your understanding of the industry’s networking value, which recruiters appreciate. While this step is optional, it’s a bonus that can make a strong final impression.
By following these steps, canceling a job interview can be smooth and professional. Remember, leaving a positive impression matters, even when stepping away.
FAQs About Canceling a Job Interview
Q: What if I want to reschedule instead of canceling?
A: Rescheduling is an excellent option if you’re still interested but genuinely can’t attend the scheduled time. Reach out promptly to the hiring manager, suggest a new date, and thank them for their flexibility. This shows respect for their time and a continued interest in the role.
Q: Should I call or email?
A: Calling is ideal for last-minute cancellations since it ensures your message is received quickly. If you have more notice, email is acceptable and can be a convenient choice for you and the interviewer.
Q: Can I cancel if I’ve lost interest in the role?
A: Absolutely. If you’re sure the job isn’t a good fit, canceling is better than attending an interview for a role you won’t pursue. Just make sure to cancel politely and professionally, as you never know when you might cross paths with this recruiter again.