It is always an uncomfortable and awkward situation when a job candidate cancels an interview, ... [+]
It is always an uncomfortable and awkward situation when a job candidate cancels an interview, especially when it is on short notice.
A lot of time and effort is put into coordinating these candidate screenings. As a job seeker moves through the interview process, the company elects to bring more senior-level colleagues into the fold. The higher someone is in the org chart, the more narrow their availability gets. It becomes increasingly more challenging to find a suitable date and time. Once the parties agree to the time and date of the interview, there’s an expectation that everyone will show up—whether it be in person or via a video conference.
Unfortunately, canceling an interview is a fairly common occurrence. Often, a candidate will withdraw from consideration if, after they learn more about the company and position, they discern it is not a mutual fit. Another reason they will call off an interview is because they get cold feet. Better the devil you know than the devil you don’t. Fearing change, candidates may convince themselves they are happy at their current company and wish to see it through. Lastly, a job seeker will cancel if they get another job offer. Candidates typically interview at several firms to widen their net for new employment opportunities.
No one can fault you for following your heart and making career decisions that you see fit, as long as you exemplify professionalism and consideration in communicating this decision. Failure to convey your withdrawal from consideration will burn bridges with the company and those involved in the hiring process. If you are a “no-call, no-show” or cancel at the very last second, you will not be considered for future opportunities due to your lack of respect for other people’s time.
Cancellation Etiquette
If you know that you need to cancel your job interview, provide the appropriate parties with advance notice. Inform them of your cancellation as soon as possible. Call the interviewer directly to ensure they receive your message promptly if it is last minute. If you get their voicemail, leave a message and follow up with an email to cover all your bases.
Be honest and forthright in sharing that you wish to withdraw from consideration, although you do not have to explain why. Be sure to maintain politeness, professionalism and gratitude. Apologize for the inconvenience and thank them for their time. You want to leave things on a good note in case, in the future, you wish to apply for a job at the organization. One way to remain in good graces is by providing a referral for a candidate that you think might be an excellent fit for the role. This kind gesture will go a long way in their eyes.
Here's a script you can use to communicate that you need to cancel your interview:
Subject: Interview Cancellation - [Your Name]
Dear [Interviewer's Name],
I hope this message finds you well. I am writing to inform you that I, unfortunately, must cancel the interview scheduled for [Date] at [Time]. I sincerely apologize for any inconvenience this may cause.
I am grateful for the opportunity to interview for the [Job Title] position. I appreciate the time and effort spent reviewing my application and arranging the interview.
Thank you for your understanding. I hope we can stay in touch, and I wish you and the [Company Name] team continued success.
Sincerely,
[Your Name]
[Your Contact Information]
