What should you do when you can't fulfill the job interview call that has been determined by the recruiter because at the same time there are other activities or interview calls from more prospective companies? This article explains how to tactically and diplomatically cancel a job interview politely and maintain good relations with recruiters.
Step
Method 1 of 3: Changing the Interview Schedule as an Applicant
Step 1. Request a change to the interview schedule as a last resort
Before proposing a schedule change, arrange another activity plan first. Recruiters will get their first impression of applicants through interviews. Keep in mind that asking for a schedule change is likely to make you seem less professional. Therefore, first arrange other activity plans before proposing changes to the job interview schedule.
Step 2. Contact the recruiter as soon as possible
Try to contact the interviewer within 24 hours because rescheduling is usually a hassle for both parties. When communicating, give a short, honest explanation of why you are requesting a schedule change and suggest some dates in your planned activities.
- If you ask that the interview be postponed because of a call from another company, don't tell the recruiter this. Explain that the interview schedule is clashing with a work deadline or a family event and that you really hope to be given another interview at another time.
- If you can't tell within 24 hours because of an emergency, contact the interviewer immediately to explain what really happened. If you have an emergency (eg, you have an injury, have to help a sick family member, etc.), he should be able to understand the situation.
- If you are interested in getting hired, explain the conditions when you call to ask for the interview to be postponed. For example: “I am very interested in filling the position offered, but I'm sorry, I can't be interviewed tomorrow morning/afternoon/evening due to an emergency. I would really appreciate it if the interview could be rescheduled.”
Step 3. Speak to the interviewer in person, do not send messages
Instead of emailing or texting, contact the interviewer in person to demonstrate that you are a responsible professional candidate. Use a variety of ways to contact the interviewer. Send him a message or email if he can't be reached by phone.
- Never ask for a change in interview schedule by sending a short message because this will make you seem unprofessional.
- If you are forced to send a message or email, ask him to confirm that he has received your message.
Step 4. Apologize
Job interviews are usually scheduled for several candidates on the same day. Therefore, canceling or postponing the interview may cause inconvenience to the persons concerned. Don't assume that recruiters are ready to make time for you at any time. Express your apologies for interrupting your work. Be flexible and show sincerity when proposing a new schedule to allow him time.
Step 5. Send a message to the recruiter as a follow-up
Once you've contacted the interviewer to request a schedule change, send a personal message or email to convey your apologies again and your wish to be hired. The interviewer may be upset about having to reschedule. Therefore, show that you are very sorry and hope to be given the opportunity to reschedule the interview.
Method 2 of 3: Canceling Job Interview Calls
Step 1. Notify you that you are canceling the interview
Contact the recruiter immediately if you have to cancel the interview. Don't waste other people's time by delaying cancellations. Instead, cancel immediately if you are not in the mood for a job interview. Recruiters will appreciate you for letting them know ahead of time and for making you sound professional.
Step 2. Explain the reason for the cancellation honestly
Tell the recruiter why you canceled the interview, for example because you just got hired or are no longer interested in the job you're applying for. Potential employers should appreciate your honesty because they can look for other candidates.
- If you've been hired, let the recruiter know by phone. You could say: “Thank you sir/madam for inviting me for an interview, but I have just been accepted to work at another company. I really appreciated the opportunity to have an interview, but I had to cancel it. Thank you very much for the opportunity and time you have given me.”
- If you cancel the interview because you know something negative about the company, give an ambiguous reason. For example: “I appreciate the interview call that you gave, but I have to cancel it. I want to focus on other options in my career. Thank you very much for the opportunity and time you have given me.”
Step 3. Be professional to maintain good relations
Be nice and professional when canceling an interview because later on, you may want to find a new job or meet a recruiter in person (professionally or personally). So, try to maintain the relationship that has been established. Don't be rude or disrespectful to the interviewer or other employees. Focus the conversation on explaining the reasons for canceling the interview and then end the conversation.
Method 3 of 3: Canceling the Interview as an Employer
Step 1. Contact the applicant immediately if you need to cancel the interview
In accordance with professional work ethics, prospective employers must notify applicants in advance if they want to cancel or change the interview schedule. Do not wait until the last minute to notify applicants as this reflects bad business ethics. Make sure you show high work professionalism in order to be able to recruit quality employees. Applicants will lose interest if you suddenly cancel the interview call.
Contact applicants immediately in case of an emergency. Briefly explain the reason for the cancellation and let him know that he will be contacted again to determine a new schedule. Make sure he understands that you are really unavailable due to an emergency
Step 2. Inform the applicant when the job vacancy is filled
Many employers do not notify applicants that they have hired employees and no longer communicate with applicants. This method is very unprofessional and creates a bad image of the company. If the job vacancy is filled, immediately notify the applicants, especially candidates who have received an interview call. It is best to call to personally and friendlyly inform them that they have not been interviewed. Also, you can send an email even if this method seems less personal.
Step 3. Define a new schedule as soon as possible
In order to be able to recruit potential candidates, immediately set an interview schedule and provide options by submitting several dates. Give candidates the flexibility to choose a date because you are requesting a schedule change. Let them know that you really want to interview them and ask for the best time according to the available options.
If you have not been able to determine a replacement schedule, notify the applicant that he or she will be contacted again for rescheduling and contact immediately to negotiate an interview schedule
Tips
- Do not postpone the interview schedule because you want to take a long vacation out of town until the weekend because this will make you seem unprofessional. Change the schedule if absolutely necessary.
- Do not set a schedule without checking the agenda first so that activities do not clash with each other.
