Rescheduling a job interview can feel a bit tricky. You don’t want to come across as unprofessional, but sometimes things just come up—life happens, right?
Writing the right kind of email can make all the difference. You want to be clear, polite, and prompt, but how exactly do you do that without sounding too informal or too stiff? That’s where these email templates come in—they’ll help you find the perfect balance.
According to experts, these are the best email templates for rescheduling a job interview—and a few things to keep in mind when doing so.
Table of Contents
- Remain Brief, Clear, and Professional
- Elements to Contain in Your Interview Reschedule Email
- Follow-Up Actions You Could Take
- Clearly Explain Your Reason
- Make Sure Your Hiring Manager Gets Your Notice
- Give an Early Notice as Possible
- Make Sure the Recruiters Can Identify You
- Stay Honest in Your Explanation
- Suggest an Alternative Date
- Express Your Gratitude
- Drop an Email Rather Than Letting People Wait for You
- Do It in a Polite, Honest, and Professional Manner
- Make Sure You Won’t Damage Ties or Close Future Opportunities
- For Recruiters
- For Candidates
- Frequently Asked Questions
- Final Thoughts
Some useful tips to keep in mind:
- Unless they’ve explicitly told you otherwise, address the interviewer by Mr./Ms.
- Do not feel obligated to provide a reason, but it might be helpful to explain slightly as your interviewer(s) have blocked out time in their schedule to talk to you. After all, we are all human, and things happen.
- You might want to provide some times that you’re available first, but that may feel constricting to the interviewer. So you can also allow them to offer alternate slots for the interview. And don’t forget to thank them once they do.
- Provide as much notice to the interviewer as possible, and stay enthusiastic.
Here are some generalized interview rescheduling templates:
Template 1: Dear (Name of Interviewer), I'm really looking forward to interviewing for (role) at (institution). Unfortunately, due to unforeseen circumstances, I'll need to reschedule our interview (originally scheduled at date/time). I regret the inconvenience caused and hope we can find another slot in your diary. Please let me know when is the next best time to schedule our interaction. I am also available this week at the following alternate timeslots: (Date, Time) (Date, Time) (Date, Time) Thank you for your understanding and consideration. I look forward to meeting you! Sincerely, (Your Name)
Template 2: Dear (Name of Interviewer), I apologize for the late notice, but due to (reason), I will not be able to attend our interview (originally scheduled at date/time). I am still very interested in the position. Is it possible to reschedule? If so, please let me know when the next available time slot will be. Thank you for your understanding, and I apologize for the inconvenience. Sincerely, (Your Name)
Template 3: Dear (Name of Interviewer), I'm sorry to reach out on such short notice regarding our interview (originally scheduled at date/time), but I'm afraid we have to postpone. Namely, I just had a (state reason), and unfortunately am unable to join the meeting. Therefore, in appreciation of your time, I thought of informing you immediately. I am positively keen on the position and hope we can reschedule. Please accept my sincere apologies, and I appreciate your understanding. Sincerely, (Your Name)
All said and done, ideally you shouldn’t be rescheduling an interview at all. It can slim your chances of bagging that dream-come-true role! But if life throws a curveball, these templates will come to your rescue.
Remain Brief, Clear, and Professional
Interview rescheduling happens all the time, especially for candidates who are considering multiple possibilities at once. On top of that, accidents and emergencies can pop up, and most hiring managers will understand that’s simply life.
A candidate shouldn’t feel as though they’re asking too much or overstepping a boundary when asking to reschedule an interview, so there’s no need to be overly apologetic. Having said that, it is important to be respectful, considerate, and clear in your communication.
Brevity is also key: if at all possible, you should try to give the reason behind the need to reschedule, but keep it to one sentence, two absolute maximum.
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In the example below, I’ve cited a family emergency, but you can replace this as appropriate to your situation.
Dear (Name), I'm really looking forward to speaking with you about the role of X at (Company). I appreciate being offered such a fantastic opportunity. Unfortunately, I'm currently dealing with a family emergency. As a result, I wanted to ask you if it is possible to reschedule our interview? I'm so sorry to have to ask you this, and I hope it won't inconvenience you. I'm very excited for our interview, and I hope that we can connect very soon. Sincerely, (Your Name)
Elements to Contain in Your Interview Reschedule Email
- Introduce yourself: Pretend that the Hiring Manager doesn’t know you and formally introduce yourself. Mention the stage in the hiring process and the date you were scheduled to attend the interview.
- Explain why you can’t be at the interview: Clearly explain why you won’t be available for the interview as scheduled. Don’t be vague, be specific in your reasons. If you have some proof to back your claim, attach it to the email.
- Suggest a new date: Suggest a date that you will be available and request to know if it is convenient for the hiring manager. Suggesting a new date shows that you are still interested in proceeding with the interview. If there are future dates that you won’t be available, ensure to spell them out in your email.
- Apologize for the inconvenience: It is vital that you apologize for the inconvenience your absence may have caused the hiring manager. Recognize that you understand the efforts put into scheduling interviews and commit to making it the suggested rescheduled date.
- Thank the Hiring Manager: Thank the Hiring Manager for their understanding in advance before closing the email.
Follow-Up Actions You Could Take
Here are some follow-up tips when the Hiring Manager acknowledges your email and reschedules:
- Thank them for being accommodating enough to reschedule the interview.
- Immediately confirm your availability for the rescheduled date.
- Attempt not to miss the rescheduled meeting.
Before sharing my favorite email template, I’d like to share a few tips about rescheduling an interview to avoid the risk of burning bridges or completely destroying your chances of landing that role.
Clearly Explain Your Reason
Make sure that your manager understands your situation and for not being able to attend the interview. Ensure that your reason is true because you don’t want your hiring manager to pick up on an untruthful answer, which would break their trust in you.
Of course, you don’t have to share every tiny detail, especially if it is very personal. Just keep in mind that giving a true and clear reason raises the chance that your contact will reschedule the interview.
Make Sure Your Hiring Manager Gets Your Notice
It’s possible that your hiring manager is busy and might not see your email. So it’s always a good idea to follow up with a phone call. The last thing you want is for your contact not to get your email before the appointed time of the interview.
Give an Early Notice as Possible
If you know that you can’t meet the scheduled appointment, waste no time in informing your recruiter.
They must have planned the day, their meetings, and schedule around your interview, so you don’t want to inform them as quickly as possible so they can re-plan their day. They will appreciate it.
Hi (Name), I'm really looking forward to speaking with you about (Role). Unfortunately, I need to reschedule the interview (give the reason why). I'm available (times and days that work for you). Let me know if that works for you or if you would prefer any other time and date. I am so sorry for the last-minute change. But, I'm still very excited about the opportunity, and I hope we can connect soon! Thanks so much for understanding. All the best, (Your Name)
As an HR professional, I’ve read countless poorly written reschedule emails. Due to the lack of basic information, I had to follow up, which made the process longer and more complex.
Therefore, here is an example and explanation of what a rescheduling email should include.
Dear Mr/Ms. (Name),
I'm Maciej Kubiak, a candidate for the Head of People position at PhotoAiD. We scheduled a job interview for 23.04 at 10 a.m. However, I realized I have a doctor's appointment that day, so I may be late.
Can we reschedule our meeting? I'm available during the same time in the following days.
I'm sorry for the inconvenience. Thank you for your time, and I look forward to hearing from you.
Maciej
Make Sure the Recruiters Can Identify You
First of all, the email begins with information about myself and our meeting date. Recruiters can identify you with this information.
Also, recruiters save time because they don’t have to search their database for this information based only on your email.
Stay Honest in Your Explanation
It’s human nature to forget about another appointment or have something come up at the last minute. Also, don’t go into too much detail. It won’t interest your future employer to hear about every little thing going on in your private life.
Suggest an Alternative Date
Setting up a particular day isn’t necessary because recruiters’ schedules can be busy. But, recruiters can find a new date much faster if you let them know when you are available to meet.
Express Your Gratitude
Finally, be polite. Finding a new date for meeting with you is an extra task for HR professionals. So remember to express your gratefulness.
Drop an Email Rather Than Letting People Wait for You
Having a job interview to reschedule is not very impressive, but unfortunately, there might be difficulties in making sure to appear for the discussion on the given day and time. Therefore, it is always welcome and highly appreciated to drop a mail rather than let people wait for you during the interview session.
Hi (Name of the Interviewer),
I am (Introduce yourself), looking forward to having the chance to discuss (Job role) with (Company name).
Unfortunately, I (Reason to reschedule the job interview). I would like to know if we can reschedule the job interview to a convenient date, and I am available (Mention the dates you want the interview to be rescheduled).
I am genuinely sorry to disappoint you at the last minute. Hopefully, we will connect in some time as I am excited about the opportunity given to me.
Thank you for your time and understanding, (Name of the interviewer).
Regards,
(Your Name)
Do It in a Polite, Honest, and Professional Manner
Subject: Reschedule Interview With (Your Name)
Hi (Insert name),
I’m excited to have the opportunity to speak with you about (your position) at (company name).
Unfortunately, I (the reason you need to reschedule the interview). As a result, may we possibly reschedule this interview for a later date? I’m available (list two or three possible times and dates that works for you).
I apologize for messing up your schedule at the last minute. But I’m quite interested in the chance and opportunity. I am looking forward to speaking with you.
Thank you for your understanding!
Best,
(Your Name)
Or you can make it as direct and simple as this:
Hi (Insert Name), Thank you so much for being so accommodating with my scheduling adjustment. I know you intended to contact me to reschedule, and I figured it would be easier for you if you had my availability for this week. (List the time and day of your availability) Many thanks, and I look forward to the interview! Regards, (Your Name)
Make Sure You Won’t Damage Ties or Close Future Opportunities
Greetings (Recipients Name), Subject: Interview rescheduling / Request for interview rescheduling This is to advise you that, owing to an unexpected situation with my family, I will be unable to make the job title (job title name) interview scheduled for today (date). Humbly accept my heartfelt apologies for any confusion this has given you. I was looking forward to meeting with you for the interview and exploring the possibilities further. Please reschedule my interview for next week at your convenience. I would still welcome the opportunity to speak with you about employment availability. Thank you for taking the time to review my request. Regards (Enter your name here)
Employers and employees might need to reschedule a job interview for various reasons. The first template highlights a recruiter rescheduling an interview. The second template elaborates a candidate’s mail request.
For Recruiters
Dear [candidate’s name], Subject: Request to reschedule the interview. I regret to inform you that we have to reschedule the interview dated [mention previously agreed date] at [mention time]. We have had to reschedule it to [mention the time of rescheduling—is it next week or a specific later date] as our HR is [mention the reason: a scheduling conflict, emergency, unavailability of a recruiter]. Kindly let us know if this arrangement works for you. We apologize for any inconvenience caused. Feel free to get in touch with us for any further queries. I am looking forward to meeting you soon! Best regards, [Your name/ recruiting agency’s name]
For Candidates
Respected [hiring manager’s name / recruitment agency’s name], Subject: Request to reschedule the interview I am writing this email to inform you that I won’t be able to make it to the interview scheduled on [mention date and time]. Unfortunately, I have to attend to a family member admitted to the hospital [mention reason: illness, personal emergency, and the like.] I want to reiterate that I am very enthusiastic about the opportunity! I’d like to discuss the role [name of position] at a later date. Kindly let me know which time works for you next week. I am available from Monday to Friday. [Mention days and time specifically] I regret the inconvenience caused. Thanks a lot for understanding. Hoping to hear from you! Warm regards, [Your name]
Email Subject: Interview for (position)-Reschedule Dear (Name of recruiter), I want to thank you for the opportunity to participate in the interview for (job title) position at (company). However, due to an unforeseen event (here you can briefly mention what happened), I will not be able to attend the interview scheduled for (day and time). I am sorry about this and hope that you will understand the situation. I am very interested in this position and believe it would be an excellent addition to the team. I would love to have another chance to talk at another time. Would it be possible to reschedule for another day later this week? I am at your disposal to find the most suitable time for this meeting. I apologize again for any inconvenience caused and thank you for your attention. Yours sincerely, (Your name) (Your phone number)
Frequently Asked Questions
What are valid reasons to reschedule a job interview?
Valid reasons can include personal emergencies, sudden work commitments, illness, or unforeseen conflicts in your schedule. Be honest but keep your explanation brief.
Will rescheduling a job interview affect my chances of getting the job?
Rescheduling won’t hurt your chances if you handle it professionally. Most employers understand that things come up as long as you communicate clearly and respectfully.
How far in advance should I reschedule a job interview?
It’s best to let the interviewer know as soon as you realize you can’t attend. Ideally, you should give at least 24 to 48 hours notice unless it’s an emergency.
Final Thoughts
Rescheduling a job interview doesn’t have to be stressful if you approach it the right way. Using clear and polite language in your email shows you value the opportunity and respect the interviewer’s time.
By following these expert-approved templates, you can confidently request a new time without worrying about making the wrong impression. Remember, things happen, and most employers will understand if you handle it professionally.
Now, it’s your turn to put these tips into action and make sure your rescheduling request is seamless!
