Interview Cancellation and Reschedule Email Examples
Updated: April 16, 2024Unforeseen circumstances can sometimes require recruiters to cancel or reschedule interviews with job candidates. While this can be an inconvenient and potentially disappointing situation for both parties, it is essential to handle it with professionalism, empathy, and clear communication.
In this article, we present email examples demonstrating how to effectively cancel or reschedule interviews with job candidates, while minimizing the impact on the candidate experience and preserving your company's reputation. By following these examples, you will be able to navigate these challenging situations with grace and ensure that your hiring process remains smooth, even when faced with unexpected changes.
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Re-evaluated Requirements Copy Snippet Copied!
Subject: Cancellation of [Candidate’s Name] Interview for [Job Title]
Dear [Candidate’s Name],
I hope this email finds you well. I regret to inform you that we have to cancel your scheduled interview for the [Job Title] position on [Date] at [Time]. Unfortunately, we are unable to reschedule this interview.
We have recently re-evaluated our requirements for this role and have decided to move forward with other candidates whose skills and experience more closely align with our needs. We appreciate your interest in [Company Name] and the time you have invested in the application process.
Please don’t hesitate to apply for future opportunities with our organization that may be a better fit. We wish you all the best in your job search and future endeavors.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Pursue a Different Direction Copy Snippet Copied!
Subject: Interview Cancellation for [Job Title] at [Company Name]
Dear [Candidate’s Name],
I am writing to inform you that we must cancel your upcoming interview for the [Job Title] position on [Date] at [Time]. We will not be able to reschedule this interview.
After careful consideration, we have decided to pursue a different direction for this position. We value your interest in joining our team at [Company Name] and appreciate your understanding.
Please keep an eye on our careers page for future job openings that may better suit your qualifications. We wish you success in your career path and thank you for considering [Company Name].
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
Internal Staffing Discussions Copy Snippet Copied!
Subject: Important Update: Interview Cancellation for [Job Title] Position
Dear [Candidate’s Name],
I regret to inform you that we have made the decision to cancel your scheduled interview for the [Job Title] position on [Date] at [Time]. We will not be offering a rescheduling option at this time.
This decision comes after internal discussions regarding our staffing needs, and we have opted to move forward with other candidates who are more closely aligned with the role’s requirements. We sincerely appreciate your interest in [Company Name] and thank you for the time you’ve dedicated to our application process.
We encourage you to explore future opportunities with our company, and we wish you the best in your job search and career journey.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Change in Hiring Strategy Copy Snippet Copied!
Subject: [Candidate’s Name] – Cancellation of Interview for [Job Title] at [Company Name]
Dear [Candidate’s Name],
I regret to inform you that we have decided to cancel your scheduled interview for the [Job Title] position, which was set for [Date] at [Time]. Due to a change in our hiring strategy, we will not be rescheduling this interview.
We appreciate your interest in joining [Company Name] and thank you for your understanding. We apologize for any inconvenience this may cause.
We invite you to keep an eye on our careers page and consider applying for other opportunities with our company in the future. We wish you every success in your job search and future professional endeavors.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Reschedule Due to Unforeseen Circumstances Copy Snippet Copied!
Dear [Candidate Name],
I hope this email finds you well. Due to unforeseen circumstances, we need to reschedule your interview for the [Job Title] position at [Company Name], which was initially scheduled for [Original Date] at [Original Time]. We apologize for any inconvenience this may cause.
We would like to propose a new date and time for the interview: [New Date] at [New Time]. Please let us know if this works for you or if you would like to suggest an alternative time.
Should you have any questions or concerns, please feel free to reach out to me at [Phone Number] or [Email Address]. We appreciate your understanding and look forward to meeting with you soon.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Rescheduled Due to Schedule Conflicts Copy Snippet Copied!
Dear [Candidate Name],
I hope you are doing well. Unfortunately, we must reschedule your upcoming interview for the [Job Title] role at [Company Name] on [Original Date] at [Original Time] due to unforeseen scheduling conflicts. We apologize for any inconvenience this may cause.
We would like to suggest the following new date and time for the interview: [New Date] at [New Time]. Kindly confirm if this works for you, or please suggest an alternative time that would be more suitable.
If you have any questions or concerns, please do not hesitate to contact me at [Phone Number] or [Email Address]. Thank you for your understanding, and we look forward to speaking with you soon.
Warm regards,
[Your Name]
[Your Title]
[Company Name]
Straightforward Reschedule Request Copy Snippet Copied!
Dear [Candidate Name],
I hope this email finds you well. Regrettably, we need to reschedule your interview for the [Job Title] position at [Company Name], which was initially scheduled for [Original Date] at [Original Time]. We apologize for any inconvenience this may cause.
We propose the following new date and time for the interview: [New Date] at [New Time]. Please let us know if this is suitable for you, or if you would prefer an alternative time.
Should you have any questions or concerns, please do not hesitate to reach out to me at [Phone Number] or [Email Address]. We appreciate your understanding and patience and look forward to meeting with you soon.
Best regards,
[Your Name]
[Your Title]
[Company Name]
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