Interview cancellation email template
A cancellation email does not need a lot of polish. It does need honesty, a clean apology, and a clear next step if one exists.
Subject: Update on Your Interview - [Role] at [Company]
Hi [Candidate Name],
I am sorry, but we need to cancel the interview scheduled for [Date] at [Time].
[Optional short reason.]
If we are able to reschedule, I will follow up with new options as soon as possible.
Thank you for your understanding.
Best regards,
[Your Name]
I am sorry, but we need to cancel the interview scheduled for [Date] at [Time].
[Optional short reason.]
If we are able to reschedule, I will follow up with new options as soon as possible.
Thank you for your understanding.
Best regards,
[Your Name]
We still hope to connect and will send new options shortly.
We still hope to connect and will send new options shortly.
We still hope to connect and will send new options shortly.The hiring timeline has shifted, and we will share an update when we have one.I know this is short notice and appreciate your flexibility.
When to use this template
- When the interview can no longer happen as planned
- When the hiring timeline shifts unexpectedly
Tips for writing the email
- Do not disappear. Send the update as soon as the change is known.
- Keep the explanation short unless the candidate needs more context.
- If you plan to reschedule, say when the candidate should expect the next update.
What to edit before you send it
Candidates remember cancellation emails more than teams expect. A short and decent update can preserve goodwill. Silence does the opposite.
Candidate nameDateTimeReasonNext step