Diplomatic Way to Withdraw From an Interview

[wiloghby]

Hi everyone,

I know this is a question that any socially well-adjusted person can probably figure out automatically, so I'm a little embarrassed. But for some reason I can't find the right words.

I was recently accepted at one of my top choice schools 🙂rolleyes🙂 and I have to withdraw from three schools at which I currently have interviews scheduled. I would like to offer them an explanation without putting down their school, as they are fine schools, and I'd like to leave the door open in case something horrible happens (i.e. my acceptance was a 'mistake') and I have to reapply.

Slightly neurotic, I know. But any help would be great. How would you write this email?

I wrote to one of them on Monday night and said "I have to cancel my interview for [Date], I'll update you with a reason later, but I want you to be able to fill the spot ASAP". But I still haven't come up with what to say.

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[SN12357]

Hi everyone,

I know this is a question that any socially well-adjusted person can probably figure out automatically, so I'm a little embarrassed. But for some reason I can't find the right words.

I was recently accepted at one of my top choice schools 🙂rolleyes🙂 and I have to withdraw from three schools at which I currently have interviews scheduled. I would like to offer them an explanation without putting down their school, as they are fine schools, and I'd like to leave the door open in case something horrible happens (i.e. my acceptance was a 'mistake') and I have to reapply.

Slightly neurotic, I know. But any help would be great. How would you write this email?

I wrote to one of them on Monday night and said "I have to cancel my interview for [Date], I'll update you with a reason later, but I want you to be able to fill the spot ASAP". But I still haven't come up with what to say.

You're way over thinking this. They know the reason because there's pretty much only one reason to turn down an interview. All you need to do is politely tell them you will not be attending the interview.

 

[yehhhboiii]

Dear School of Medicine,

Thank you very much for the opportunity to interview with your admissions committee. Unfortunately, I have received more acceptances than previously anticipated. After a thorough evaluation, I am sorry to inform you that I will be unable to attend the interview for a place in the entering class of 2014. This was a very difficult decision as many schools have demonstrated strong academic programs and your students are among the finest I have seen. However, as I am only able to attend one institution in the fall, I must regretfully turn your invitation away. I appreciate your interest in my application and I wish you the best of luck in selecting the next generation of physicians.

Sincerely yours,
wiloghby

 

[DokterMom]

You're way over thinking this. They know the reason because there's pretty much only one reason to turn down an interview. All you need to do is politely tell them you will not be attending the interview.

Exactly --"I was just accepted to my top choice medical program so will be releasing my interview spot here. Thank you for your consideration."

 

[Frazier]

^^^ You don't even need that much detail. "I will not be attending my upcoming interview; however, I thank you for the opportunity." <- That will suffice.

The person that will be receiving/documenting your decision truly doesn't give a damn what you do, but they will appreciate politeness and brevity.

 

[aspirantmed]

^^^ You don't even need that much detail. "I will not be attending my upcoming interview; however, I thank you for the opportunity." <- That will suffice.

The person that will be receiving/documenting your decision truly doesn't give a damn what you do, but they will appreciate politeness and brevity.

That. If anything be nice about it because you never know where you will end up later or who you will interact with in your career but you're 99.999% unlikely to ever cross path with that admissions office ever again.

 

[airplanes]

You probably don't even need to update them. They've already moved on for all intents and purposes and it's not like they await your justification with bated breath. Your first mistake was panicking and sending off that email with the promise of another.

 

[Hipocrates]

Hi everyone,

I know this is a question that any socially well-adjusted person can probably figure out automatically, so I'm a little embarrassed. But for some reason I can't find the right words.

I was recently accepted at one of my top choice schools 🙂rolleyes🙂 and I have to withdraw from three schools at which I currently have interviews scheduled. I would like to offer them an explanation without putting down their school, as they are fine schools, and I'd like to leave the door open in case something horrible happens (i.e. my acceptance was a 'mistake') and I have to reapply.

Slightly neurotic, I know. But any help would be great. How would you write this email?

I wrote to one of them on Monday night and said "I have to cancel my interview for [Date], I'll update you with a reason later, but I want you to be able to fill the spot ASAP". But I still haven't come up with what to say.

If you have received a formal, written offer from your top choice, and you have provided that school with a formal, written acceptance of that offer, it is a binding contract unless you have provided fraudulent information in your application. If the school thereafter attempts to withdraw that offer, you can sue them for "specific performance" based on a tort theory of "detrimental reliance."

 

[C.glabrata123]

Just call them!!!!! Most mature, quickest way. I withdrew from a school recently on the phone, and just said I have an interview scheduled but would like to withdraw my application. They did not ask why. It was done in a matter of minutes and they were probably able to reschedule that interview more quickly than had I sent them an email.

 

[ThunderBear]

I think the best way is over the phone too. Or that withdraw button on the portal followed by a phone call so they can schedule someone else for your date.

 

[Anathema]

Phone may be more professional, but e-mail is probably more convenient. At least they can just copy/paste your name and find it easier to drop it off the list.

 

[C.glabrata123]

Phone may be more professional, but e-mail is probably more convenient. At least they can just copy/paste your name and find it easier to drop it off the list.

They looked up my AMCAS ID and withdrew me right then and there. It seemed convenient. Just depends on your own preferences.

 

[NuttyEngDude]

Phone may be more professional, but e-mail is probably more convenient. At least they can just copy/paste your name and find it easier to drop it off the list.

This may be old fashioned, but "phone" is generally considered unprofessional. However, I think no one cares and may prefer you use the phone or email in this instance because expedient notification matters more than polish.

 

[milski]

I'd use whatever method the school used to invite me to the interview - if they emailed, I'd email back. If they sent it with a carrier pigeon, I'd send the pigeon back. As long as the school hears back from you reasonably ahead of your interview date, you'll be fine.

 

[wiloghby]

Thanks for the reply. I basically went with a short version of your recommendations the first time "Thanks for the opportunity to interview, I like your school a lot, but I won't be able to attend the interview. I can elaborate more during business hours if needed. Thanks" That's what I sent out the first time, before starting this thread.

I was just wondering how everyone else deals with it. And you're right, I certainly don't want to burn any bridges.

Also, I don't think it's a "mistake" to mention you'll give a reason later -- unless you mean that it's entirely unnecessary, which is probably correct. In my case, there was no "panic" involved in my decision to send them an email ASAP: I had to pull the trigger because I got the acceptance on Monday night and that interview was scheduled for Friday. But I don't think they're holding it against me. I also agree they aren't waiting for one with baited breath. They replied at 9:00A the next day (I emailed at 11:00PM) and said "Thanks for letting us know right away", basically.

On the topic of phone vs e-mail: In my case, I have class followed by work in a research lab pretty much continuously from 9:00A-6:00P. Thus, if the school is in the same time zone, they'll probably get the notice faster via e-mail, as I can send it whenever I have a free minute, instead of waiting until I have a window during business hours to call. As long as you put "upcoming interview cancellation" in your subject, I'm pretty sure they'll read it ASAP once they open for the day.

Just wanted to let you know what ended up happening. Thanks for your input. I have 2 more of these to do, so I will do it better next time 🙂

 

[SN12357]

Phone vs. email is pretty much a tossup. There are office cultures/workflows where phone is preferred, and office cultures/workflow where people hate when the phone rings and would rather do as much as possible by email, and you pretty much have zero way of telling from the outside, so you might as well do whatever works best for you for something like this.

 

[tantacles]

Thanks for the reply. I basically went with a short version of your recommendations the first time "Thanks for the opportunity to interview, I like your school a lot, but I won't be able to attend the interview. I can elaborate more during business hours if needed. Thanks" That's what I sent out the first time, before starting this thread.

I was just wondering how everyone else deals with it. And you're right, I certainly don't want to burn any bridges.

Also, I don't think it's a "mistake" to mention you'll give a reason later -- unless you mean that it's entirely unnecessary, which is probably correct. In my case, there was no "panic" involved in my decision to send them an email ASAP: I had to pull the trigger because I got the acceptance on Monday night and that interview was scheduled for Friday. But I don't think they're holding it against me. I also agree they aren't waiting for one with baited breath. They replied at 9:00A the next day (I emailed at 11:00PM) and said "Thanks for letting us know right away", basically.

On the topic of phone vs e-mail: In my case, I have class followed by work in a research lab pretty much continuously from 9:00A-6:00P. Thus, if the school is in the same time zone, they'll probably get the notice faster via e-mail, as I can send it whenever I have a free minute, instead of waiting until I have a window during business hours to call. As long as you put "upcoming interview cancellation" in your subject, I'm pretty sure they'll read it ASAP once they open for the day.

Just wanted to let you know what ended up happening. Thanks for your input. I have 2 more of these to do, so I will do it better next time 🙂

You don't need to change anything. You can just copy the e-mail you sent and ship it off to your other schools.

 

[gyngyn]

You don't need to change anything. You can just copy the e-mail you sent and ship it off to your other schools.

Agree. Email. Nobody cares why.

 

[TheShaker]

Dear School of Medicine,

Thank you very much for the opportunity to interview with your admissions committee. Unfortunately, I have received more acceptances than previously anticipated. After a thorough evaluation, I am sorry to inform you that I will be unable to attend the interview for a place in the entering class of 2014. This was a very difficult decision as many schools have demonstrated strong academic programs and your students are among the finest I have seen. However, as I am only able to attend one institution in the fall, I must regretfully turn your invitation away. I appreciate your interest in my application and I wish you the best of luck in selecting the next generation of physicians.

Sincerely yours,
wiloghby

It's like a rejection letter...but backwards!

 

[ZtetNb]

^^^ You don't even need that much detail. "I will not be attending my upcoming interview; however, I thank you for the opportunity." <- That will suffice.

The person that will be receiving/documenting your decision truly doesn't give a damn what you do, but they will appreciate politeness and brevity.

This. You're making this a way bigger deal than it needs to be. One line, professional and polite. That's all.