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Having to inform a candidate that you’re cancelling your scheduled interview can put you in an unpleasant position. Use this email template to let candidates know without burning bridges.

There may be instances in your recruitment process where you need to cancel interviews for reasons unrelated to the candidates’ qualifications. For example, the company may decide to pause the hiring for the position, or unforeseen conflicts may arise in the interviewer’s schedule. In such cases, it’s crucial to communicate the reason for the cancellation to the candidate. This transparency helps preserve a good relationship with the candidates, potentially enabling you to invite them for future interviews.

If there’s a possibility of rescheduling the interview, keep the candidates engaged and informed. Where possible, arrange a new meeting time, or inform candidates when they can anticipate hearing back from you. However, if the position will no longer be open—for instance, due to changes in the company’s staffing plans or a decision to fill the role internally—it’s best to be honest to prevent creating any false expectations.

Subject: Change of Plans Regarding Your Scheduled Interview for [Job Title] at [Company Name]

Dear [Candidate’s Name],

I hope this message finds you well.

I am writing to inform you that we need to cancel your scheduled interview for the [Job Title] position, which was planned to take place on [Date and Time].

Please accept our sincere apologies for any inconvenience this may cause. This decision is due to [provide reason – e.g., “unexpected changes in our team’s schedule” or “the decision to put the hiring for this position on hold”]. This is not a reflection of your qualifications or our interest in your application.

[If rescheduling: We would like to reschedule this interview at a time that works for you. Please let us know your availability for the coming weeks, and we will do our best to accommodate.]

[If not rescheduling: Unfortunately, due to changes in our staffing needs, we will not be able to proceed with the interview process for this position. We will keep your application on file and reach out should a suitable role become available in the future.]

We greatly appreciate your understanding and patience. We remain impressed by your skills and qualifications, and we hope that we will have an opportunity to meet in the future.

Thank you for your interest in [Company Name]. Should you have any questions or concerns, please don’t hesitate to reach out to us.

Best regards,

[Your Name] [Your Position]


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How to use this email template?

Use the above email template as your guide, but make sure you insert all the needed information and customize it to fit your own needs.

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