Interview Cancellation Email From Employer

Although sending an interview cancellation email is generally stressful, it may be unavoidable in many cases. Therefore, it is important to handle this process correctly when cancelling an interview. In this content, you will find three interview cancellation email from employer templates after gaining general knowledge about the interview cancellation email to candidates.

What Is an Interview Cancellation Email?

The interview cancellation email is sent by employers and HR professionals (e.g. recruiters) to inform candidates about the cancellation of a job interview. This email which is a formal way of communication outlines the cancellation's justifications and apologizes for any difficulty the candidate may have experienced.

The goal of this email is to preserve professionalism and appreciate the candidate's time and effort while handling changes in the recruitment process. In other words, an interview cancellation email helps the company establish open communication with the candidate, contributing to the company's reliability and reputation.

Why Is a Well-Written Interview Cancellation Email Important?

Canceling an interview may appear to be a minor administrative duty, but it has serious consequences for both the organization and the candidate. Even when plans change, employers can consider it a chance to stay professional and create a good impression that can enhance employer branding.

A well-crafted job interview cancellation email indicates respect for the candidate’s time and effort, which can improve the company's reputation. This not only helps the organization build a strong brand image but also strengthens communication with potential candidates who have the future in mind.

How to Cancel an Interview as an Employer via Email?

Canceling a scheduled interview via email can be a hassle for employers, especially when they have to send out a last-minute interview cancellation email. Nevertheless, there are a few things to consider to make this difficult situation as easy as possible, as follows:

1. Communicate Promptly

Organizations must inform the candidate about the cancelled interview as quickly as possible. Hence, companies should be direct in their approach and send an interview cancellation email to prevent the candidate from wasting more time.

2. Be Empathetic and Honest

Considering that the candidate has put in the time and effort for the interview, it is important to be empathetic and honest when informing them that the interview is cancelled. For this reason, the email should apologize for any inconvenience caused and explain the cancellation reason clearly.

In addition, sometimes an interview can be postponed to a later date instead of being cancelled altogether. In such a case, to reschedule an interview, clearly conveying updated information is valuable in establishing empathetic and honest communication with the interviewee.

3. End the Conversation on a Good Note

The business world is full of surprises, and it is in every company’s best interest to provide a good candidate experience, even for someone not going to be hired. That is why it is crucial to end the conversation on a good note to maintain good rapport with the candidate. It is also a good idea to mention if the company is likely to reach out to them again in the future for job opportunities.

Is It Unprofessional for an Employer to Call Off an Interview?

Companies may sometimes have to cancel interviews. Although this can be frustrating for both parties, cancelling an interview as an employer is not always unprofessional, depending on how the matter is handled. If the email is written clearly and is sent on time, apologizing for the inconvenience, it is professional due to its respect for the candidate’s time and effort.

However, some situations not managed well (e.g., cancelling an interview at the last minute and sending a poorly written email) can damage the company’s reputation and drive away potential candidates. Besides, to keep professionalism, it is a good idea to reschedule an interview instead of canceling if possible and provide openness regarding the reasons behind the change.

#1 Interview Cancellation Email From Employer (Canceling Without Rescheduling)

#2 Interview Cancellation Email From Employer (Postponing Indefinitely)