What is an Interview Cancellation Email?
Interviews may need to be canceled during the hiring process due to reasons unrelated to a candidate’s qualifications, such as company decisions to delay hiring or unexpected scheduling conflicts with the interviewer. Regardless of the reason, it’s essential to provide an explanation for the cancellation. This helps maintain a positive relationship with candidates and leaves the door open for future opportunities.
If you plan to reschedule the interview, keep candidates engaged by setting a new date or informing them when they can expect an update. However, if the position is no longer available—whether due to changes in hiring plans or an internal promotion—it's best to communicate this honestly to ensure transparency and professionalism.
Here are some key tips to write an Interview Cancellation Email Template:
Notify the candidate as soon as possible. Respect the candidate’s time by informing them of the cancellation promptly, allowing them to adjust their schedule accordingly.
Be clear and concise: Clearly state the reason for canceling the interview while keeping the message professional and to the point.
Apologize for Any Inconvenience: Acknowledge the candidate’s effort and time spent preparing for the interview, and express regret for any disruption caused.
Provide a Reason (if appropriate): While not always necessary, offering a brief explanation (e.g., scheduling conflicts, internal hiring changes, or delays in recruitment) helps maintain transparency.
Offer to Reschedule (If Applicable): If the interview is only postponed, suggest alternative dates and times or let the candidate know when they can expect a follow-up.
Keep a Positive Tone: Even when canceling, maintain a warm and professional tone to leave a good impression and keep the door open for future opportunities
Provide a Point of Contact: Include your contact details so the candidate can reach out for any further clarification or rescheduling.
Here are 10 interview cancellation email templates:
1. Interview Cancellation Due to Position Closure
Subject: Interview Cancellation—[Job Title] Position Update
Dear [Candidate’s Name],
We appreciate your interest in the [Job Title] position at [Company Name]. Unfortunately, due to a change in hiring plans, we have decided to close this position at this time.
We sincerely apologize for any inconvenience this may cause and truly appreciate the time you invested in the application process. We will keep your resume on file for future opportunities that align with your skills.
Thank you for your understanding.
Best regards, [Your Name] [Your Job Title] [Company Name]
2. Interview Cancellation Due to an Emergency
Subject: Interview Postponement—[Job Title]
Dear [Candidate’s Name],
Due to an unforeseen emergency, we regret to inform you that we need to cancel our scheduled interview on [Date & time].
We sincerely apologize for any inconvenience this may cause and would be happy to reschedule at a time that works for you. Please let us know your availability.
Looking forward to our conversation soon.
Best, [Your Name] [Your Job Title] [Company Name]
3. Interview Cancellation Due to Unexpected Scheduling Conflict
Subject: Rescheduling Interview—[Job Title]
Dear [Candidate’s Name],
We apologize for the short notice, but due to an unexpected scheduling conflict, we will need to cancel our interview scheduled for [Date & Time].
We would be happy to reschedule at your earliest convenience. Please let us know a few alternative dates and times that work for you.
Thank you for your flexibility, and we appreciate your understanding.
Best, [Your Name] [Your Job Title] [Company Name]
4. Interview Cancellation Due to Hiring Freeze
Subject: Interview Cancellation Notice—[Job Title]
Dear [Candidate’s Name],
We truly appreciate your interest in [Company Name] and the time you've taken to go through the interview process. Unfortunately, due to a company-wide hiring freeze, we have decided to put a temporary hold on hiring for this role.
We apologize for any inconvenience and hope to reconnect with you in the future when hiring resumes. Thank you for your understanding.
Best regards, [Your Name] [Your Job Title] [Company Name]
5. Interview Cancellation Due to Business Restructuring
Subject: Interview Update—[Job Title]
Dear [Candidate’s Name],
We regret to inform you that due to recent restructuring within [Company Name], we have decided to reevaluate our hiring needs and will not be moving forward with interviews for this role.
We truly appreciate your interest and the time you’ve taken to apply. We encourage you to keep an eye on future openings that may be a great fit for you.
Best, [Your Name] [Your Job Title] [Company Name]
6. Interview Cancellation Due to Internal Hiring Decision
Subject: Interview Update—[Job Title]
Dear [Candidate’s Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We regret to inform you that we have filled the position internally and will no longer be proceeding with external interviews.
We truly appreciate the time you took to apply and encourage you to stay connected with us for future opportunities.
Best regards, [Your Name] [Your Job Title] [Company Name]
7. Interview Cancellation Due to Budget Constraints
Subject: Interview Cancellation Notice—[Job Title]
Dear [Candidate’s Name],
We truly appreciate your time and interest in the [Job Title] role. However, due to budgetary constraints, we have decided to put this hiring process on hold and will not be proceeding with interviews at this time.
We apologize for any inconvenience this may cause and encourage you to stay in touch for future opportunities.
Best, [Your Name] [Your Job Title] [Company Name]
8. Interview Cancellation Due to Role Revision
Subject: Interview Cancellation—[Job Title]
Dear [Candidate’s Name],
We appreciate your interest in the [Job Title] position. However, we wanted to inform you that we are revising the requirements and responsibilities for this role, and as a result, we are canceling scheduled interviews at this time.
We encourage you to stay connected with us for future opportunities that align with your skills.
Best, [Your Name] [Your Job Title] [Company Name]
9. Interview Cancellation Due to Change in Hiring Timeline
Subject: Interview Postponement—[Job Title]
Dear [Candidate’s Name],
We appreciate your interest in the [Job Title] position at [Company Name]. Due to a change in our hiring timeline, we are pausing interviews for this role and will need to cancel our scheduled discussion.
We apologize for any inconvenience and will update you when we resume hiring. Thank you for your patience.
Best regards, [Your Name] [Your Job Title] [Company Name]
10. Interview Cancellation Due to Overwhelming Applicant Response
Subject: Interview Update—[Job Title]
Dear [Candidate’s Name],
Thank you for your interest in the [Job Title] position at [Company Name]. Due to an overwhelming response, we are currently reassessing our hiring process and will not be proceeding with your interview at this time.
We truly appreciate your time and effort, and we encourage you to apply for future opportunities that match your experience and skills.
Best regards, [Your Name] [Your Job Title] [Company Name]