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How to Cancel a Residency Interview: Notice and Emails
How to cancel or reschedule a residency interview: how much notice each specialty asks for, the steps in Thalamus, and short emails to send the coordinator.
Cancel as soon as you know you won't go, and give at least one to two weeks when you can. The NRMP agreement uses one to two weeks as its example, and pediatrics, neurology and family medicine ask for at least two. Cancel in Thalamus or the program's scheduler, then send the coordinator a short email. Never just not show up.
When to cancel
The moment you know. A date you release early can go to another applicant still waiting on an invitation. The 2027 NRMP Match Participation Agreement asks applicants to accept interviews “accepting only those they intended to fulfill” and to “Apply reasonable measures of notification (e.g., one-to-two weeks' notice) when needing to cancel or request rescheduling of an interview.”
The same section asks programs for the same notice when they cancel on you, and the NRMP's FAQ explains why, with the note “recognizing that applicants often book travel arrangements several weeks in advance”. Good reasons to cancel include a conflict you can't move, illness, a family emergency, or a full calendar with programs you are more likely to rank. For the season's offer dates by specialty, see the 2026-27 residency interview season.
How much notice, by specialty
From each organization's 2026-27 recommendations or rules, read October 23, 2026. A program's own policy, usually in the invitation, comes first. The AAN puts it plainly: “Review and abide by program-specific policies regarding interview cancellations when canceling an interview.”
| Specialty | Notice it asks for |
|---|---|
| Every NRMP Main Match applicantNRMP agreement, 2027 | Reasonable notice to cancel or reschedule, one to two weeks as the example. Source |
| PediatricsAPPD, 2026-27 | At least 2 weeks to cancel or reschedule an accepted interview. Source |
| NeurologyAAN, 2026-27 | As much lead time as possible, at least 2 weeks, and follow the program's own policy. Source |
| Family medicineAAFP guidelines | At least two weeks before an accepted interview. Source |
| Emergency medicineCORD, 2026-27 | No set number. Programs state their cancellation timeline with the offer, and you cancel as early as possible. Source |
| General surgeryAPDS, 2026-27 | No set number. Programs should tell you their cancellation policy up front. Source |
| OphthalmologyPD guide, 2026-27 | You may cancel at any time. It matches through the San Francisco Match. Source |
Emergency medicine has no single number. CORD says applicants “should make every effort to cancel interviews as early as possible to provide an opportunity for other applicants to receive an interview offer.” Programs set their own windows, as these four applicant pages show.
WashU psychiatry: Five business days
Citing AADPRT policy. As soon as possible and at least five business days ahead, to reschedule or cancel. Source
Pitt emergency medicine: Two weeks
Program page. Two weeks ahead, so others have time to schedule. Source
Rochester emergency medicine: One week, in writing
Program page. In writing, at least 1 week before your interview date. Source
Augusta OB/GYN: As soon as possible
Program page. Tell the program as soon as possible so the date can go to another applicant. Source
How to cancel or reschedule in Thalamus
If the interview is booked in Thalamus, cancel it there:
- Open your Calendar and select the interview.
- Check the program and date, then select Cancel.
- Confirm with Cancel interview. The date leaves your calendar and the slot goes back to the program.
Two catches. Thalamus says “Some programs may limit when interviews can be canceled or require a reason for cancelation.” and “If the Cancel interview option is unavailable, contact the program directly.” Each event also shows its sign-up and cancellation lock details, so check them before the date gets close.
To reschedule, you don't cancel first. “Simply schedule a new available interview date and Thalamus will automatically replace your existing interview.” If no other date is open, use Email Program on the event or write to the coordinator. Programs that schedule outside Thalamus use their own portal or email, and Rochester emergency medicine, for example, wants every cancellation in writing. More on how Thalamus scheduling works.
Cancellation and reschedule emails
Send it to the program coordinator the same day you cancel. Keep it short, about 68 words, and change every part in brackets.
To move the date instead, ask for a new one and offer a few dates that work for you, in about 63 words.
The interviews you keep matter more once the calendar is lighter. Practice the questions out loud before each one, and read what happens on residency interview day so nothing on the day surprises you.
What not to do
Don't skip the interview without a word
A no-show leaves a date empty that another applicant could have used. WashU psychiatry calls short notice without an emergency unprofessional and says it has been encouraged to report it to ERAS.
Don't hold dates you won't use
The NRMP agreement asks you to accept only the interviews you intend to attend. Release extra dates as soon as your plans are clear, not the week before.
Don't rely on the button alone
Cancel in Thalamus or the program's scheduler, then send a short email to the coordinator so the program knows for sure.
Don't over-explain
One plain line on why is enough, or none if the program doesn't ask. Some programs require a reason in Thalamus, so give one there if asked.
Don't use the email to ask about ranking
The NRMP Code of Conduct says applicants must not ask a program to disclose its ranking preferences or intentions. Keep the email about the date.
WashU psychiatry's page says “Cancelling with less than a five-day notice, unless for an emergency, is considered unprofessional and prevents other applicants from visiting us.” “We have been encouraged to report such occurrences to ERAS.” The NRMP Code of Conduct adds that participants who don't follow it or the Match agreement “may be subjected to a violation investigation”. After interviews, if a program invites you back, our second look guide covers whether to go.
Sources: NRMP 2027 Match Participation Agreement, Code of Conduct for Applicants and interview policy FAQ, Thalamus canceling and scheduling help, the 2026-27 recommendations of APPD, AAN, CORD and APDS, the ophthalmology program directors' guide, AAFP family medicine guidelines, and the applicant pages of WashU psychiatry, Pitt and Rochester emergency medicine and Augusta OB/GYN. All checked October 23, 2026.
Frequently asked questions
How far in advance should you cancel a residency interview?
As soon as you know, and at least two weeks ahead when you can. The NRMP agreement gives one to two weeks as its example of reasonable notice, and pediatrics, neurology and family medicine ask for at least two weeks. Some programs set their own window, so check the invitation.
Do I have to give a reason for canceling?
Usually not beyond a short line. Thalamus notes that some programs require a reason when you cancel there. In the email to the coordinator, one plain sentence or simple thanks is enough.
How do I reschedule a residency interview in Thalamus?
Pick a new open date for the same program and confirm it. Thalamus replaces your old date by itself and sends a new confirmation. If no date is open or the event is locked, email the program coordinator and ask. How Thalamus scheduling works.
What happens if I don't show up to a residency interview?
The program loses a date it could have given someone else, and it may treat it as unprofessional. WashU psychiatry says it has been encouraged to report short-notice cancellations to ERAS. If an emergency hits on the day, call or email the program as soon as you can.
Should couples cancel interviews together?
Only if the plan for that city changed for both of you. Cancel each interview on its own terms, with the same notice, and keep one shared calendar so neither of you holds a date the other already let go. Couples match interview guide.