Free email template template · Word

Interview Cancellation Email

An interview cancellation email informs a candidate that a scheduled interview will not take place and will not be rescheduled, usually because the position has been filled, closed or frozen. It is sent as early as possible, apologises sincerely and offers to keep the candidate's profile for future roles.

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[Company Logo][Company Name]

INTERVIEW CANCELLATION EMAIL

Subject: Cancellation of your interview for [Designation] on [Date]

Dear [Candidate Name],

Thank you for your interest in the [Designation] role at [Company Name] and for making time for the interview scheduled on [Date] at [Time].

We regret to inform you that we need to cancel this interview because [the position has now been filled / the requirement has been put on hold following an internal review / the role has been closed due to a change in business plans]. This decision is not a reflection of your profile or experience.

We sincerely apologise for any inconvenience this may cause, especially if you had already arranged leave or travel. If you have incurred travel costs for this interview, please share the bills with us at [Email] and we will process reimbursement as per our policy.

With your consent, we would like to keep your profile on file and reach out when a suitable opportunity opens up. If you would prefer us not to retain your details, simply reply to let us know.

Thank you for your understanding.

Warm regards,
[HR Name]
[Designation]
[Company Name]
[Phone Number]

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What this template includes

Subject line that clearly states cancellation
Interview date and time being cancelled
Honest, brief reason
Apology for any inconvenience, including travel or leave taken
Option to be considered for future openings
Reimbursement line if travel costs were already incurred

When to use it

The position has been filled before the candidate's interview
A hiring freeze or role closure is announced
The requisition is cancelled after restructuring
The candidate no longer meets a newly confirmed mandatory requirement

How to customise this template

1Choose the reason sentence that applies
2Add the travel reimbursement line only if your policy covers it
3Suggest a specific alternate role if one is open
4Call senior candidates before sending the email

HR tips

Send the cancellation the moment the decision is made, not on the interview day
Phone candidates travelling from another city as well as emailing them
Do not cancel by silence or a one-line message
Remove the event from the panel's calendar too

For HR & hiring managers

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Frequently asked questions

How do I cancel an interview professionally?+

Inform the candidate early, give a brief honest reason, apologise for the inconvenience and offer to keep their profile for future roles.

What is the difference between cancelling and rescheduling?+

Rescheduling moves the interview to a new time. Cancellation means the interview will not happen for this position.

Should we reimburse candidates for travel after cancelling?+

If the candidate has already booked travel at your request, reimbursing reasonable costs is good practice and protects your reputation.

All 50 recruitment & hiring →

[Company Logo][Company Name]

INTERVIEW INVITATION EMAIL

Subject: Interview Invitation – [Designation] at [Company Name] on [Date]

Dear [Candidate Name],

Thank you for applying for the position of [Designation] with [Company Name]. We are pleased to invite you for an interview. The details are below:

Detail	Information
Date	[Date]
Time	[HH:MM] IST
Expected duration	[Duration]
Mode	[In-person / Video]
Venue	[Company Address], landmark: [Landmark], map: [Map Link]
Video link	[Meeting Link] (please join 5 minutes early and test your audio and camera)
Rounds	[Technical interview, HR discussion]
Panel	[Interviewer Name], [Designation]

Please carry the following:

A printed copy of your updated resume
One government photo ID (original)
Copies of educational and experience certificates
Latest salary slip or offer letter (for CTC discussion)

Email template · Word

Interview Invitation Email

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[Company Logo][Company Name]
INTERVIEW RESCHEDULING EMAIL
Subject: Rescheduled – Your interview for [Designation] at [Company Name]
Dear [Candidate Name],
Version A (company-initiated): We are sorry to inform you that your interview scheduled for [Original Date] at [Original Time] needs to be rescheduled due to an unavoidable scheduling conflict on our side. We apologise for any inconvenience this may cause.
Version B (candidate-requested): Thank you for letting us know that the slot on [Original Date] does not work for you. We are happy to find a new time.
Please choose one of the following slots:
Option Date Time (IST) Mode
1 [Date] [HH:MM] [In-person / Video]
2 [Date] [HH:MM] [In-person / Video]
3 [Date] [HH:MM] [In-person / Video]
Email template · Word
Interview Rescheduling Email
Download .docx
[Company Logo][Company Name]
TELEPHONIC INTERVIEW FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Phone Number:
[Mobile Number]
Interviewer:
[Interviewer Name]
1. Call Log
Attempt Date Time Outcome
1 [DD/MM/YYYY] [HH:MM] [Connected / Not reachable / Call back]
2 [DD/MM/YYYY] [HH:MM] [Outcome]
3 [DD/MM/YYYY] [HH:MM] [Outcome]
2. Opening
"Hello [Candidate Name], this is [Interviewer Name] from [Company Name]. As scheduled, this call is for the [Designation] position and will take about [Minutes] minutes. Is this still a good time to talk?"
3. Questions and Notes
Form · Word
Telephonic Interview Form
Download .docx

Option	Date	Time (IST)	Mode
1	[Date]	[HH:MM]	[In-person / Video]
2	[Date]	[HH:MM]	[In-person / Video]
3	[Date]	[HH:MM]	[In-person / Video]

Attempt	Date	Time	Outcome
1	[DD/MM/YYYY]	[HH:MM]	[Connected / Not reachable / Call back]
2	[DD/MM/YYYY]	[HH:MM]	[Outcome]
3	[DD/MM/YYYY]	[HH:MM]	[Outcome]

[Company Logo][Company Name]

HR INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
HR Interviewer:: [HR Name]
Date:: [Date]

1. Rating Table

Scale: 1 – Unsatisfactory, 2 – Needs improvement, 3 – Satisfactory, 4 – Good, 5 – Outstanding.

Criteria	Rating (1–5)	Comments / Evidence
Culture and values fit
Attitude and ownership
Communication and presentation
Career stability and progression
Motivation for joining
Teamwork and interpersonal skills
Integrity (consistency of information)
Average Score

2. Compensation Fit

Item	Amount (₹ per annum)
Current Fixed CTC	[Amount]
Current Variable	[Amount]
Expected CTC	[Amount]
Approved Range	[Amount] – [Amount]
HR Proposed CTC	[Amount]

Form · Word

HR Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

TECHNICAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Technical Interviewer:: [Interviewer Name]
Date / Mode:: [Date] / [In-person / Video]

1. Skill Rating Table

Scale: 1 – No knowledge, 2 – Basic, 3 – Working knowledge, 4 – Strong, 5 – Expert.

Skill Area	Weight (%)	Rating (1–5)	Comments
Core domain knowledge: [Skill]	25
Tools / software: [Tool]	20
Problem solving and analytical thinking	20
Practical application / scenario	20
Standards, compliance and quality awareness	10
Ability to explain technical concepts	5
Weighted Score	100

2. Questions Asked

Question	Answer Quality (Strong / Adequate / Weak)	Notes
[Question 1]
[Question 2]
[Question 3]
[Question 4]

Form · Word

Technical Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

MANAGER INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Hiring Manager:: [Reporting Manager]
Date:: [Date]

1. Role Outcomes Discussed

Year-One Outcome	Candidate's Approach / Example	Confidence (High / Medium / Low)
[Outcome 1]	[Notes]
[Outcome 2]	[Notes]
[Outcome 3]	[Notes]

2. Rating Table (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Ability to deliver role outcomes
Ownership and accountability
Planning and prioritisation
Team fit and collaboration
Learning agility
Stakeholder / customer handling
Leadership (for team roles)
Overall

3. Team Fit Notes

Form · Word

Manager Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

FINAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Final Interviewer / Panel:: [Name(s)]
Date:: [Date]

1. Summary of Earlier Rounds

Round	Interviewer	Score (out of 5)	Recommendation
Screening	[HR Name]	[Score]	[Proceed / Hold]
Technical	[Name]	[Score]	[Hire / No hire]
Manager	[Reporting Manager]	[Score]	[Hire / No hire]
HR	[HR Name]	[Score]	[Recommended]

2. Final Round Rating (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Strategic and business thinking
Leadership potential
Alignment with company values
Decision-making and judgement
Long-term growth potential
Overall impression

3. Offer Parameters

Form · Word

Final Interview Evaluation Form

Download .docx

[Company Logo][Company Name]
INTERVIEW FEEDBACK FORM
Candidate Name:
[Candidate Name]
Position:
[Designation]
Round:
[Round Name]
Interviewer:
[Interviewer Name]
Date:
[Date]
1. Top Strengths
1. [Strength with example]
2. [Strength with example]
3. [Strength with example]
2. Top Concerns
1. [Concern with example]
2. [Concern with example]
3. Competency Ratings
Form · Word
Interview Feedback Form
Download .docx

Interview Cancellation Email

Preview of the email template

Subject: Cancellation of your interview for [Designation] on [Date]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates