Introduction:
You have an appointment for an interview, but your plans have changed; you cannot keep your appointment. As soon as possible, you must call to cancel and attempt to reschedule.
Many people are unaware of the fact that cancelling and rescheduling an interview is not a simple or automatic process, nor should it be taken lightly. The interviewer may be annoyed at the change in schedule.
Additionally, the company may hire someone else prior to the rescheduled date, and you will have lost out. And surprisingly, managers in one company often know those in another.
If you do not handle yourself properly, others may hear of it, ruining your chances with other employees as well.
Thus, you need to cancel appropriately even if you have lost interest in this particular job.
The ideal way to cancel an interview is to do so in such a way that the line of communication stays open, and interest in your candidature does not go down.
Warning:
You may think that the interviewer will understand and cooperate with your need to reschedule.
Don’t count on it. It is a common trait of human beings to feel ‘disappointed’ and or annoyed at changes and the extra work it generates.
This article discusses the right way to cancel a job interview and provides two examples of interview cancellation letters/emails.
6 Tips for Cancelling and Rescheduling an Interview without Damaging Your Chances
1. Apologize and express regret:
In your cancellation message, it’s important to apologize for any inconvenience caused and express genuine regret for not being able to attend the interview as scheduled. This shows professionalism and consideration for the interviewer’s time.
2. Provide a valid reason:
Briefly mention the reason for the cancellation. Be honest and provide a valid explanation without going into excessive detail.
Whether it’s a sudden conflict, personal emergency, or unforeseen circumstances, a clear and concise reason helps the interviewer understand your situation.
3. Express interest in rescheduling:
Clearly communicate your desire to reschedule the interview.
Emphasize your continued interest in the position and convey your willingness to find an alternative date and time for the interview. This shows your commitment and enthusiasm for the opportunity.
4. Offer flexibility:
Demonstrate flexibility in your availability for the rescheduled interview.
Provide options for alternative dates and times, allowing the interviewer to choose a slot that works best for them. This displays your willingness to accommodate their schedule and make the rescheduling process smoother.
5. Follow up with a phone call:
In addition to sending an email or letter, follow up with a phone call to the contact person or recruiter.
This personal touch shows your proactive communication and helps maintain a positive connection. If you reach voicemail, leave a detailed message, including your contact information.
6. Proofread and finalize:
Before sending your cancellation and rescheduling message, proofread it carefully to ensure there are no errors or typos.
A well-written and error-free communication reflects your attention to detail and professionalism.
Remember, cancelling an interview should be a last resort. Try to avoid cancelling unless absolutely necessary. Rescheduling should be considered as an alternative to maintain your chances of securing the job opportunity.
The Right Way to Cancel and Reschedule a Job Interview (With Examples)
1. Timing of cancellation:
First things first- respect others’ time. Communicate with your contact person as soon as you find out that you need to cancel the interview.
It will be rude and a nearly wasted effort to inform the interviewer 5-10 minutes before the scheduled interview; however, if that is the best you can do, it is worthwhile to do so. Your prompt communication will somewhat compensate for your need to cancel.
2. Mode of communication:
The most preferred ways to communicate on a professional front is via email. However, please realize that emails are not a guaranteed and error-proof method to rely on.
It might happen that the email might not reach the ‘inbox’ of the recruiter due to SPAM FILTERS. Therefore, in addition to an email message, pick up the phone and speak to the recruiter.
If you must leave a message, note the name of the message-taker. This method has the additional benefit of establishing or increasing personal connection.
Job Interview Cancellation Letter Samples
Reschedule Interview Sample Letter
The following are two samples cancelling interview via email or letter.
1st example – Cancelling & rescheduling an interview
Dear [Name of the hiring coordinator],
Due to [xyz], I request the cancellation of my job interview for the job of [position] at [location, department] with [Name]. I would appreciate if you can reschedule the job interview as soon as possible.
Thank you for your prompt attention to this matter. Please accept my apologies for any inconvenience.
Sincerely,
[Your name]
2nd sample interview cancellation letter
Dear [Name of the hiring coordinator],
I regret that I must cancel our appointment with [job interview] on [Date] with [Name] at your corporate office as [reason]. I would like to reschedule the appointment as soon as possible.
Sincerely,
[Your name]