Template 1

Subject: Cancelling interview for the [[Job Title]] position

Hi [[Candidate Name]] / Dear [[Candidate Name]],

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I’d like to inform you that, unfortunately, we need to cancel our interview for the [[Job Title]] position that we had arranged for [[Date and Time]].

[[Briefly mention why you’re cancelling and when/whether you are going to reach out again, e.g. Our hiring plans have changed and we decided to put this position on hold for at least three months, so we won’t be conducting any interviews at this time. However, as we were very impressed with your qualifications, we’d like to reach out again once the role is open and schedule a new appointment, if you’re still available to meet. In the meantime, I’ll keep you posted on any updates about this or similar roles]].

Thank you, again, for taking the time to apply at [[Company Name]] and please accept my sincerest apologies for any inconvenience.

Regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 2

Subject: Cancellation of [[Job Title]] Interview

Dear [[Candidate Name]],

Thank you for your interest in the position of [[Job Title]] at our company. We regret to inform you that unfortunately we have to cancel the interview that was scheduled for you on [[Date]] at [[Time]] due to [[Brief Reason]].

I apologize for the inconvenience this has caused to you and will be happy to answer any questions you may have.

Thank you for your understanding.

Regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 3

Subject: [[Job Title]] – Interview Invitation (Cancellation)

Dear [[Candidate Name]],

Thank you for your interest in joining the [[Company Name]] as [[Job Title]]. Unfortunately, we had to cancel the [[Job Title]] position due to a downturn in staffing. As a consequence, the interview which was scheduled at 2 p.m. on [[Day and Month]] will not take place.

I deeply apologize for the inconvenience. Please do not hesitate to contact me if you have any questions. You can check our Careers page for any suitable opportunities.

Thank you for your understanding.

Best regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 4

Subject: Cancelling the interview for the [[Job Title]] position at [[Company Name]]

Hi [[Candidate Name]]/Dear [[Candidate Name]],

I am writing to inform you that unfortunately your interview for the [[Job Title]] position on [[Date and Time]] will need to be cancelled.

[[Explain the reason for cancelling the interview. If you will not be moving forward, let the applicant know, eg At this time we have have decided not to move forward with hiring for this position. We were very impressed with your application and will keep you in mind for any relevant job opportunities that open up in the future]].

Or

[[Explain the reason for cancelling the interview. If you intend to contact the applicant again in the future, let them know when to expect it, eg We have decided to put this position on hold for now and won't be interviewing any applicants at this time. We expect to make the position available again in at least four months. We were thoroughly impressed with your application and I would like to reach out and schedule a new meeting with you once the position is open, if you are still available for an interview]].

Thank you again for applying for this position at [[Company Name]]. Please accept my apologies for any inconvenience this has caused you.

Regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 5

Subject: Notification of Interview Cancellation

Hi [[Candidate Name]],

We were due to meet on [[Date]] at [[Place]] for the position of [[Job Title]]. Unfortunately, due to unforeseen work, I’ll have to cancel your interview.

Thank you for understanding.

All the best,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 6

Subject: [[Subject Line]]

Hi [[Candidate Name]],

Thank you for taking the time to apply for the position of [[Job Title]] at [[Company Name]]. Unfortunately, I will need to cancel the interview that we had scheduled for [[Date and Time]] due to [[Reason]].

However, I do want to reschedule the interview for a new date and time that suits you. Please let me know a suitable date that suits you and I will be happy to see you then.

I apologize for the inconvenience and look forward to meeting with you.

Best Regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 7

Subject: Need to cancel your interview for the [[Job Title]] position

Hi [[Candidate Name]],

I have some bad news. Unfortunately, we need to cancel our interview for the [[Job Title]] position that we had arranged for [[Date and Time]].

[[Provide a brief explanation of why you’re cancelling and when/whether you are going to reach out again, e.g. Our hiring plans have changed and we decided to put this position on hold for at least three months. However, as we were very impressed with your qualifications, we’d like to reach out again once the role is open and schedule a new appointment. In the meantime, I’ll keep you posted on any updates about this or similar roles]].

Thank you, again, for taking the time to apply at [[Company Name]] and I will contact you in the future to [[Reschedule]].

Warm regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 8

Subject: Interview cancellation / reschedule

Hi [[Candidate Name]] / Dear [[Candidate Name]],

Unfortunately we're cancelling your interview for the apprenticeship position we had scheduled for [[Date and Time]].

[[Insert reasons why the interview is being cancelled and if/when you plan to get in touch again]]

Thank you, again, for taking the time to apply for an apprenticeship with us. I apologize for the inconvenience and will get in touch soon with an update.

Best regards,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 9

Subject: [[Subject Line]]

Dear [[Candidate Name]],

Unfortunately, we must inform you that we are unable to make the interview at [[Time]] on [[Date]]. We have only just found out that [[Reason, e.g. the head of department will be on sick leave for the next week]].

We hope you understand the situation and we would like to rearrange our interview for [[Date, e.g. the following week]], if possible.

Please let us know if that would be of interest to you. Thank you for your understanding.

Sincerely,

[[Your Name]]

[[Your Job Title]]

[[Email Signature and Contact Information]]

Template 10 – from Candidate to Hiring Manager

Subject: [[Your Name]] – Interview cancellation

Dear [[Contact Name]],

Thank you for contacting me regarding the open [[Job Title]] available at [[Company Name]]. I am reaching out to let you know that I need to cancel the interview scheduled for [[Date and Time]] at [[Place]].

While I do appreciate the opportunity, I am no longer available for this position. [[Include Reason if Applicable]]

I apologize for any inconvenience and sincerely appreciate your time and consideration.

Sincerely,

[[Your Name]]

[[Email Signature and Contact Information]]