How to Write an Apology Letter for Cancelling a Job Interview
Writing an apology letter or email for cancelling a job interview is a professional courtesy. If you verbally cancel the interview, the interviewer might see you as professional enough to at least let the interviewer know you cannot come. A letter, however, goes a step further and demonstrates professionalism on a higher level. Keep your letter to a page or less.
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Instructions
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Address the letter to the person who would have conducted the job interview. This may be the person who contacted you to schedule the interview. If necessary, contact the company to get the name and title of the person who would have conducted the interview.
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State your name, what position you were to have interviewed for and the date and time of your scheduled interview in the first paragraph of your letter. Also state that you regretfully have to cancel the interview.
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Provide a reason in the next paragraph of your letter or in the last few sentences of the previous paragraph. You might say that you have accepted another position or that you have decided on another career path. Another reason could be that you have decided to enroll in graduate school.
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Close your letter by thanking the interviewer for the confidence he expressed in offering to interview you for the job. Mention the kindness showed to you by the interviewer and other staff members if you met them in a first interview and are cancelling the second interview. Wish the employer the best.
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Send your letter by email if your communication with the interviewer has been by email. Since cancelling a job interview is time sensitive, it is important to get the letter to the interviewer as quickly as possible so that he can arrange for another applicant to interview if he wants to.
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