Interview: How to cancel your interview

2017.03.08 update
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As a common manner, you should notify to cancel your interview in case you just be hired from other job which you were eager to get. Since you are expected to join once the interview was set up, you should notify cancellation of your application as early as you can.

In case you find other job: Cancel by phone

We recommend you to cancel over the phone if your interview is set up within 5 days.
Here is a talk to cancel an interview over the phone (Sample)
Hello, my name is ●● who supposed to have an interview for part-time job at TT (*Time) on MM (*Month) /DD (*Date). I'm afraid to say but I would like to cancel my interview because I have just found other job. I am sorry for canceling my interview as you have made time for me.


MM月DD日のTT時にアルバイトの面接をお願いしておりました、●●と申します。
実は、他で採用が決まりましたため、今回の面接を辞退させていただきたいと思い、ご連絡いたしました。
貴重なお時間を作っていただいていたのに申し訳ありませんでした。
a photo of young man who make some call on mobile.

In case you find other job: Cancel by email

Here is a sample email to cancel your interview
[Title]MM(*Month)DD(*Date) Interview for part-time job *1

[Main Text]
(*Name of company) ○○○○
(*Name of department) Human Resource (*Name of person in charge) XX sama (Mr./Ms.)

This is (*your name) ●● who will have an interview at (*Time) T, MM(*Month)DD(*Date). *2
I'm afraid to say this but I would like to cancel my interview as I just found other job.

I am sorry for canceling my interview as you have made time for me. *3

Best Regards,

(*Your name)○○ ○○
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com


【件名】MM月DD日 アルバイト面接の件について ※1

【本文】
株式会社 ○○○○
人事部 XX様

MM月DD日のTT時に面接のお時間を頂いておりました●●と申します。※2
大変申し訳ございませんが、
実は他で採用が決まりましたため、
この度の面接を辞退させて頂きたくご連絡させていただきました。

お忙しい中、面接の時間をご調整いただいたにもかかわらず誠に申し訳ありません。※3
何卒よろしくお願いいたします。

○○ ○○(氏名)
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com
*1 It is good to put the date and time for your interview so that person in charge will understand his/her schedule immediately.
*2 You should put the date and your name, so that the person in charge can know who you are.
*3 Apologetic manner makes your email polite.

In case you cancel due to your personal reason (ex: school): Cancel by phone

Hello, my name is ●● who supposed to have an interview for part-time job at TT (*Time) on MM (*Month) /DD (*Date). I would like to cancel my interview because of my personal reason. I am sorry for canceling my interview as you have made time for me.


MM月DD日のTT時にアルバイトの面接をお願いしておりました、●●と申します。
諸事情により、働けなくなってしまったため、面接を辞退させていただきたいと思い、ご連絡いたしました。
貴重なお時間を作っていただいていたのに申し訳ありませんでした。

In case you cancel due to your personal reason (ex: school): Cancel by email

[Title]MM(*Month)DD(*Date) Interview for part-time job *1

[Main Text]
(*Name of company) ○○○○
(*Name of department) Human Resource (*Name of person in charge) XX sama (Mr./Ms.)

This is (*your name) ●● who will have an interview at (*Time) T, MM(*Month)DD(*Date). *2
I'm afraid to say this but I would like to cancel my interview because of my personal reason. *3

I am sorry for canceling my interview as you have made time for me. *4
Best Regards,

(*Your name)○○ ○○
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com


【件名】MM月DD日 アルバイト面接の件について ※1
【本文】
株式会社 ○○○○
人事部 XX様

MM月DD日のTT時に面接のお時間を頂いておりました●●と申します。※2
大変申し訳ございませんが、
一身上の都合により※3
この度の面接を辞退させて頂きたくご連絡させていただきました。

お忙しい中、面接の時間をご調整いただいたにもかかわらず ※4
こちらの都合によりご迷惑をおかけして申し訳ございません。
何卒よろしくお願いいたします。

○○ ○○(氏名)
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com
*1 It is good to put the date and time for your interview so that person in charge will understand his/her schedule immediately.
*2 You should put the date and your name, so that the person in charge can know who you are.
*3 You don't have to specify the reason for your personal matter such as you are busy for study or you want to spend more times with your friends. Writing as "Personal Reason" is acceptable.
*4 Apologetic manner makes your email polite.

Summary

If you want to cancel your interview as any reasons, you should tell immediately.
■You can cancel by email if you still have more than 5 days until your interview.
■You should make a phone call if you have an interview within 5 days.
■When you contact, you should tell when you are supposed to have your interview.

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