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How to Decline an Appointment for an Interview in a Very Polite Way

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When you go searching for a new job, you typically apply at more than one company. This gives you better odds of landing interviews. It can also lead to scheduling problems. If you find an ideal job at one company, you may need to turn down an interview at another. When you turn down an interview, you want to do it as politely as possible, as you may decide you want to work with that company later on.

Call the company and ask to speak to the person who offered you an interview. Explain to the hiring manager that you need to decline his offer, as you already accepted an offer with another company. Tell the hiring manager that you regret having to decline the interview and thank him for his time.

Write a follow up letter to the hiring manager stating you have decided to decline the interview. Include your full name and contact information in the header of the letter.

Address the hiring manager by his first and last name in the salutation of the letter. Follow the hiring manager's name with a colon. Add a double space between the salutation and the first paragraph of the letter.

State that you have decided to cancel the interview in the first paragraph of the letter. List the position you applied for. Explain that you have taken an offer with another company, and while you appreciate the opportunity for an interview, you have to decline. Keep the first paragraph brief, professional and polite.

Thank the hiring manager for his time and for offering you the opportunity in the second paragraph. Add a brief statement indicating that you would have liked to have the opportunity if circumstances had gone differently. Keep your second paragraph on a positive tone.

Close the letter by adding "Sincerely." Place a comma after your closure. Skip four spaces to allow room for a handwritten signature. Type your full name after the spaces.

Print the letter and sign your full name in the blank space between the closure and your typed name. Mail the letter to the hiring manager directly or to the company in care of the hiring manger.


Keep your phone call brief. You do not need to provide a long explanation, and the hiring manager will appreciate brevity.


Do not express any negative feelings toward the company you decline in your letter or phone call.


Amelia Jenkins has more than eight years of professional writing experience, covering financial, environmental and travel topics. Her work has appeared on MSN and various other websites and her articles have topped the best-of list for sites like Bankrate and Kipplinger. Jenkins studied English at Tarrant County College.

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