One of the most difficult duties for a recruiter/hiring manager is cancelling a job interview with a candidate. After all, it is their obligation to maintain a favourable image of the organisation among candidates. Though recruiters/hiring managers make every effort to prevent such a situation, some circumstances may force them to do otherwise.

If you find yourself in a similar scenario, make sure to tell the applicants as soon as possible of the change in plans. Writing a professional, direct, yet heartfelt email will help you engage with prospects while avoiding damaging relationships.

We have shared interview cancellation email template samples that businesses can send to their applicants.

Interview Cancellation From Employer Email Template Sample 1

Subject: Cancelling the interview for the position of [job title].

Dear [candidate name],

We regret to tell you that we will be unable to hold the [job title] interview scheduled for [date].

Unfortunately, the post has been placed on hold indefinitely [or mention whatever reason], leaving us with no choice but to cancel all interviews. However, we would want to use this occasion to express our appreciation for your credentials and expertise. We will contact you again in the future to see if you are still available for an interview if the role becomes available.

Thank you for applying to [company name], and best wishes for your future pursuits. Please accept my apologies for any trouble caused by our unexpected change in plans.


[sender name]

Interview Cancellation From Employer Email Template Sample 2

Subject: Interview cancellation for [job title].

Dear [candidate name],

Thank you for your interest in the [job title] position at our firm. We regret to notify you that we must cancel the interview set for you on [day] at [hour] due to [short reason].

I sincerely regret any trouble this has given you and would gladly address any queries you may have.

Thank you for your patience.


[sender name and job title]