The job application process can be a stressful one for graduate students. It is common that after applying for countless positions and refreshing your inbox constantly for a job interview offer, you find yourself for some reason unable to attend. The hiring manager knows that sometimes “life happens” so you should not stress too much about cancelling or rescheduling a job interview. But there are a few important things to remember in order to ensure that you can maintain professional relationships with these people.
When is it appropriate to cancel an interview?
When you cancel an interview, it means that you are effectively withdrawing yourself from contention for the job. There are several reasons for this, including that you have received another job offer already, have decided to change career paths or are no longer interested in that specific position. If any of these are the case, it is important that you communicate your change of mind with the hiring manager. If you don’t, then you are essentially preventing another qualified candidate from being considered for the job and potentially being hired.
When is it appropriate to reschedule an interview?
The hiring manager’s time is just as valuable as yours, so try not to reschedule an interview unless you have no other choice.
Acceptable reasons for requesting a rescheduled interview include:
- You are sick
- Your family member is sick
- You or your family member have been in an accident
Employers are understanding that there are sometimes situations or emergencies that occur outside of your control, and they won’t penalise you for that. However, you should not cancel an interview if you simply are tired, hungover, want to spend time with friends or not in the mood. This reflects poorly on you, as often these reasons are last minute decisions which threaten your reliability and professionalism.
How do I cancel a job interview?
Before you cancel a job interview, you need to be sure that you do not want the position. A job interview takes nothing but time from you and can be a great opportunity to learn more about the position and the work culture. However, if you are certain that you no longer wish to be considered for the job, you need to inform the hiring manager with plenty of notice. This is a professional courtesy and ensures that you maintain professional etiquette. This is important as you do not want your reputation degraded amongst employers in your area.
It is possible to cancel an interview by either writing an email or calling the hiring manager. In either case, it is important to make it clear that you are withdrawing your name from consideration, whilst also remaining thankful for the opportunity provided to you. You don’t have to provide a reason for your decision, however some graduate students might decide to. If you do, ensure that you keep it brief and professional, as you don’t need to over explain your decision.
✏️ Template - Email to Cancel a Job Interview:
Subject line [Insert Name] - Cancellation of Job Interview Dear [Insert name of Hiring Manager], I would like to thank you for considering me for the role of [Insert job position] and providing me the opportunity to interview for the position. After careful consideration, I have decided to withdraw my name from contention for the position, as I believe this is the best decision for me at this time. As such, I will no longer be able to attend my scheduled interview at [Insert time of interview]. Again, thank you for your consideration. Kind Regards, [Insert Name] |
✏️ Example - Email to Cancel a Job Interview:
Subject line John Smith - Cancellation of Job Interview Dear Anna Jones , I would like to thank you for considering me for the role of marketing associate and providing me the opportunity to interview for the position. After careful consideration, I have decided to withdraw my name from contention for the position, as I believe this is the best decision for me at this time. As such, I will no longer be able to attend my scheduled interview on Tuesday, March 6th at 11 am. Again, thank you for your consideration. Kind Regards, John Smith |
If you decide to call the hiring manager to cancel your interview, you could follow a similar script to that of the email. It would be ideal for you to think about beforehand what you would like to say, in order to avoid getting flustered or breaking professionalism.
How do I reschedule a job interview?
You should contact the hiring manager as soon as you know that you cannot attend the interview. It will be easier to reschedule the interview if there is plenty of notice. When emailing or calling the hiring manager, ensure that you express your enthusiasm and reiterate your interest in the role. You don’t want them thinking that not being able to make the interview is a sign that you don’t care enough. It is also best to provide a reason as to why you need to reschedule your interview. The hiring manager will be much more receptive and understanding if you explain that it is a personal or family emergency. Further, it is always a good idea to apologise for the inconvenience of needing to reschedule an interview and also providing an update on your availability. As long as you thank them for the interview opportunity and reinforce your interest in the role, the hiring manager will usually be understanding of your situation.
✏️ Template - Email to Reschedule a Job Interview:
Subject line [Insert Name] - Reschedule Job Interview Dear [Insert name of Hiring Manager], I would like to thank you for considering me for the role of [Insert job position] and providing me the opportunity to interview for the position. Unfortunately, I am unable to attend my scheduled interview at [Insert time of interview], as [Insert reason]. I am still very interested in being considered for this position, and I apologise for any inconvenience. I am free [Insert when you are free] for an interview, so please let me know when it would be most convenient for you to reschedule the interview. Again, I appreciate your understanding. Kind regards, [Insert name] |
✏️ Example - Email to Reschedule a Job Interview:
Subject line John Smith - Reschedule Job Interview Dear Anna Jones, I would like to thank you for considering me for the role of marketing associate and providing me the opportunity to interview for the position. Unfortunately, I am unable to attend my interview on Monday, March 5th at 11 am, as my grandmother is scheduled for an operation on that day. I am still very interested in being considered for this position, and I apologise for any inconvenience. I am free from the second week of March for an interview, so please let me know when it would be most convenient for you to reschedule the interview. Again, I appreciate your understanding. Kind regards, John Smith |