How to Cancel an Interview with a Candidate, Politely?

Cancelling a job interview with a candidate is one of the most daunting tasks for a recruiter/hiring manager. After all, the responsibility of maintaining a positive image of the company among candidates lies on their shoulders. Though recruiters/hiring managers try their best to avoid such a situation from happening, certain circumstances may compel them to do otherwise.

If you too are caught in an unpleasant situation like this, make sure that you inform the candidates about the change in plans in the best possible manner. Writing a professional, straightforward yet sincere email can help you communicate with candidates without burning bridges.

In this article, we have shared a sample of the interview cancellation email that employers can send to their candidates. However, let us first understand the different reasons that compel the employers to cancel job interviews with their candidates.

Also Read: How to Cancel a Job Interview through an E-Mail?

How to Cancel the Interview in Different Circumstances

Sometimes hiring managers have to cancel job interviews with their candidates due to one or the other reason. Outlined below are certain scenarios with tips to help recruiters cancel interviews with their candidates the right way:

Scenario #1: The position is no longer relevant or has been put on hold

Tip: There are times when recruiters/hiring managers have to cancel an interview for a reason that has nothing to do with a candidate’s abilities, qualifications or experience. Sometimes the organizations decide to hire internally for a particular position. Sometimes it also happens that the management decides to dissolve certain vacant positions because they no longer find them to be relevant. In such cases, it is best to convey the same to the candidates in a timely manner.

Scenario #2: The position has been filled

Tip: In case of bulk hiring, recruiters/hiring managers may have to schedule interviews with candidates for a couple of days. It often happens that they find their ideal candidates on the first day itself. In such cases, it is best to simply inform the remaining candidates that they won’t be taking interviews further as the position has been filled. However, they should also be sensitive enough to not tell the remaining candidates that the shortlisted person has better qualifications or is more qualified. Also, they should give as much advance notice as possible to the candidates so that they can plan their schedules accordingly.

Scenario #3: An unexpected personal emergency crops up

Tip: No one has control over emergency situations which usually hit without prior notice. If that happens, it is best to ask for help from the coworkers. Recruiters/hiring managers must reach out to their teammates to check if someone can manage the interviews in their absence. If nobody is available, recruiters/hiring managers should send the cancellation email as soon as possible. They must also make sure to personally call each candidate to inform them about the same. Also, they must send a follow-up mail with a revised schedule to check the availability of the candidates for interview in the future.

Sample of an Interview Cancellation Email for Employers

Here’s a sample of an interview cancellation email employers can use. The content can be altered according to the specific reasons of the recruiters/hiring managers.

There is no point in going ahead with the interview when you know for sure that you won’t be hiring the candidate no matter how well s/he performs. In such cases, it is best to cancel the interview as doing so will save both, the employer’s as well as the candidate’s time.

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