Interview Cancellation email template

HR is the bearer of good and bad news. This can include rejection emails or interview cancellation emails. Even though it’s hard to bring bad news, it is essential that candidates are kept up to date with any changes.
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Why does it matter?

Even if the news is negative, it is important to keep people updated on the status of their applications.

When to send?

In the event that an interviewer cannot be present at the office on the day of the interview, you should inform the candidate as soon as possible.

What to include?

You should be apologetic and understanding when sending these kinds of emails and it’s great to try and include the following when you have the relevant information:

  • The role they were interviewing for
  • The name of the manager or supervisor they were interviewing with
  • The time and date their interview was scheduled for
  • The reason why the interview cannot take place
  • The rearranged date and time if available

Template Email

Email Subject Line: Interview change/cancellation with [Company Name]

Dear [Candidate First Name],

Thank you for your application for the [Role] position with our company. It is with regret that I have to inform you of a change of circumstances which has resulted in us having to cancel/reschedule your interview that is booked for [Date and Time]. I realize this is disappointing news, but we can reschedule your interview for [Date and Time] if that is suitable for you.

Kindly confirm if you will be attending the new interview on the above date or feel free to offer alternate availabilities.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]

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