How to Decline a Job Interview in Japan: Email and Phone Examples
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Last Updated:
Category: Job Search Preparation & Interview Tips, Job Change
Authors: Shusaku Yosa
If you decide not to attend a job interview, contact the recruiter as soon as your decision is final. State that you are withdrawing, identify the scheduled interview and thank them for their time. You do not need to provide a detailed personal explanation.
This guide is for recruitment in Japan. It includes Japanese wording you can adapt and English explanations of what each message communicates.
Email or phone: which should you use?
Situation | Practical first step | What to include |
|---|---|---|
Several days before the interview | Use the agreed contact channel, usually email | Name, role, interview date and clear withdrawal |
The day before | Contact the recruiter promptly; call if timely receipt is uncertain | Apology for short notice and interview details |
The same day or just before the interview | Call during the contact's available hours and follow up by email | A direct cancellation notice |
Application through an agency | Notify your agency contact promptly | Which employer and interview you are withdrawing from |
You still want the role but cannot attend that time | Ask to reschedule | Brief reason and realistic alternative times |
Follow specific contact instructions the employer has provided. Do not rely on an unread email immediately before the appointment if a phone contact is available.
A polite Japanese email to withdraw
Replace all bracketed details before sending. This is a template, not a message sent on your behalf.
Subject: 面接辞退のご連絡／[氏名]（[職種名]）
[会社名]
採用ご担当者様
お世話になっております。[職種名]に応募しております[氏名]です。
[月日・時間]に面接のお時間をいただいておりますが、諸般の事情により、今回の選考を辞退させていただきたく、ご連絡いたしました。
ご調整いただいたにもかかわらず、このようなご連絡となり申し訳ございません。
選考の機会をいただきましたこと、心より御礼申し上げます。
[氏名]
[連絡先]
The message identifies the appointment, clearly withdraws from the process and expresses appreciation. “諸般の事情により” means “due to various circumstances”; a brief general reason is usually enough for this courtesy message.
Next-day or same-day cancellation email
Subject: 【本日の面接辞退】[時間]／[氏名]
[会社名]
[担当者名]様
お世話になっております。[氏名]です。
本日[時間]より予定しておりました面接につきまして、事情により選考を辞退させていただきたく、ご連絡いたしました。
直前のご連絡となり、ご迷惑をおかけして大変申し訳ございません。
先ほどお電話いたしましたが、ご不在でしたため、メールでもご連絡いたします。
[氏名]
[連絡先]
Use “明日” instead of “本日” for the following day. Include the sentence about calling only if you actually called. If you need a different date rather than withdrawal, use the rescheduling wording below.
What to say by phone
Start by identifying yourself and the appointment:
「お世話になっております。本日[時間]に[職種名]の面接を予定しております[氏名]と申します。採用ご担当の[担当者名]様はいらっしゃいますでしょうか。」
Once connected:
「お時間をいただきありがとうございます。事情により、今回の選考を辞退させていただきたく、お電話いたしました。直前のご連絡となり、大変申し訳ございません。」
If asked why, keep the explanation brief and truthful. For example, you may say that you have reconsidered your career direction. Do not invent illness, a family emergency or another offer.
What if nobody answers?
Send an email immediately so the employer has a written notice. If appropriate, try the stated phone contact again during business hours. Avoid repeated calls in quick succession, and do not treat lack of a reply as permission to leave the employer uninformed.
How much detail should you give?
You can generally communicate your decision without criticizing the company or describing private circumstances. If you have accepted another offer, a short statement is enough. An interview-withdrawal courtesy message is different from withdrawing after accepting a job offer; the latter can require separate consideration of the agreed arrangements.
Reschedule instead of withdrawing
If you still want to be considered, say so explicitly:
「面接の機会をいただきありがとうございます。事情により[当初の日程]の参加が難しくなりました。貴社の選考には引き続き参加を希望しております。可能でしたら、日程の再調整をご相談できますでしょうか。」
Then provide two or three times when you can actually attend. The employer may not be able to accommodate them, so avoid assuming a replacement appointment is confirmed until you receive a response.
Before sending
- Check the company, recipient, role and appointment date.
- Make the difference between withdrawal and rescheduling explicit.
- Remove template placeholders and any statement that is not true.
- Use the contact channel specified by the employer or agency.
- Keep a record of the message and any response.
Frequently asked questions
Is email rude?
Email provides a clear written record and is often appropriate when there is enough notice. Timing and the employer's instructions matter more than a universal rule that every withdrawal must be by phone.
Must I reply to an acknowledgment?
A brief thank-you is courteous. You do not need to reopen the explanation or send repeated apologies.
Can I withdraw without giving a reason?
Keep the decision clear and the explanation concise. You can decline to discuss private details while still communicating respectfully.
