How to Cancel an Interview: 7 Emails That Keep Doors Open

By Mustafa Tarabya, founder of CVBooster · Published 2026-10-06 · Updated 2026-10-06

7 min read

To cancel an interview, email the person who scheduled it as soon as you know, say clearly that you are canceling or asking to reschedule, give a short honest reason, and thank them. The constraint is time: the interviewer has blocked an hour, sometimes with a panel, so every hour of notice you give matters more than the wording. Never just fail to show up, because recruiters remember names and the same recruiter may fill the next job you want. Seven complete emails follow, for rescheduling, accepting another offer, illness, a role that turned out wrong and a last-minute emergency. Written by Mustafa Tarabya, who hired for his own company, read every application himself and now writes CVBooster's guides.

Email 1: rescheduling, with new times

If you still want the job, do not cancel, reschedule. Offer specific times so the recruiter can answer with one word.

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The rules, in one table

CareerOneStop, the U.S. Department of Labor's career site, tells candidates in its interview preparation guide to "Plan your schedule so you arrive 10-15 minutes early, if in person." The flip side is that if you cannot be there at all, the interviewer deserves to know well before that point. The UK's National Careers Service makes the same point in its interview advice: make sure you "know how to contact the interviewer in case you're running late or having technical issues". Save that phone number the day the interview is booked.

Email 2: withdrawing because you accepted another offer

Short, grateful, final. You do not need to name the other company.

Email 3: you are sick

If the interview is today, call first. A voicemail plus an email is better than an email alone, because the recruiter may already be in meetings.

Email 4: declining because the role is not right

Sometimes the job description or a first call shows the role is not what you thought. Withdraw without criticizing the role or the pay.

Email 5: emergency on the day

In a real emergency, a phone call first, then a two-line email so there is a record. Explain later, not now.

Email 6: rescheduling a second time

Asking twice is risky, so own it, keep it short and make it easy for them to say yes or no.

Email 7: before and after

Most weak cancellation emails are either too vague or too long. Here is the same message both ways.

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How to decline an interview before it is booked

If a recruiter invites you and you already know you will not take the job, say no at once. One or two sentences are enough: thank them, say you are not moving forward, and leave the door open if you mean it. Declining fast is a favor to the recruiter, who can offer the slot to someone else the same day.

Phone or email?

Email is the default because it gives the recruiter a record and the dates in writing. Call when the interview is less than a day away, and then follow with an email. If you only have a general careers address, email it and copy the recruiter if you know their address.

After you reschedule

Confirm the new time in writing, put it in your calendar with the interviewer's phone number, and prepare as if nothing happened. A rescheduled interview is a second first impression, so arrive early. After the interview, CareerOneStop's thank-you note advice applies: "Write the note no later than 24 hours after the interview, even if the interview didn't go well." Templates are in thank you letter examples.

Before the new date, work through common interview questions and answers and the interview preparation checklist. If you withdrew because you took another job, the two weeks notice guide covers leaving your current one.

Frequently asked questions

How do you politely cancel an interview?

Email the person who scheduled it as soon as you know, say clearly that you are canceling or asking to reschedule, give a short reason, and thank them for their time. If you still want the job, offer two or three new times. If the interview is today, call first.

Is it rude to cancel an interview?

No, as long as you give notice and a clear message. What hurts your name is not showing up, or canceling a few minutes before the start time without a good reason. Recruiters cancel and move interviews too, and most will accept a polite, early message.

How much notice should I give to cancel an interview?

As much as you can, and at least 24 hours when the reason is planned, such as another offer. For illness or emergencies, call before the start time and follow with an email.

What reason should I give for canceling an interview?

A short, honest one: you accepted another offer, you are ill, a work deadline moved, or you have decided the role is not the right fit. You do not need to give details, name another employer or explain your private life.

Can I reschedule an interview twice?

You can ask, but treat it as the last time. Own the inconvenience, keep the email short, and offer flexible options such as a video call. Some employers will close the application, and that is their right.

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