What is an interview rescheduled email?
An interview rescheduled email is a professional message sent to inform a candidate or interviewer about a change in the scheduled interview date or time. It is typically sent when unforeseen circumstances arise, such as scheduling conflicts, emergencies, or changes in availability.
The email should be clear, polite, and professional, ensuring that both parties remain engaged in the hiring process. It should include:
The reason for rescheduling (optional but recommended)
The new proposed date and time (or a request for availability)
An apology for any inconvenience caused
A positive and professional tone to maintain goodwill
Here are some key tips to write an email rescheduling an interview:
Give timely notice: Show respect for the candidate’s time by informing them as soon as possible about any interview rescheduling. Providing advance notice allows them to adjust their schedule and adequately prepare for the new date.
Confirm receipt of the message: While sending an email to reschedule the interview is standard practice, it’s important to ensure the candidate has received it. A follow-up phone call can help confirm they are aware of the change.
Clearly explain the reason: When writing the rescheduling email, be transparent about the reason for the change. Apologize for any inconvenience and provide a clear, valid explanation to maintain professionalism.
Offer alternative dates and times: When proposing a rescheduled interview, include multiple time slots, allowing the candidate to choose the one that best fits their availability. This ensures a smoother coordination process.
Here are 10 interview rescheduling email templates for different situations:
1. Rescheduling Due to Hiring Manager’s Unavailability
Subject: Request to Reschedule Interview
Dear [Candidate’s Name],
I hope you’re doing well. Unfortunately, due to an unforeseen scheduling conflict, [Hiring Manager’s Name] will not be available at the originally scheduled time for your interview on [Original Date and Time].
We sincerely apologize for this inconvenience and would like to reschedule your interview at a more convenient time. Please let us know your availability for the following options:
[New Date & Time Option 1]
[New Date & Time Option 2]
Let us know what works best for you. We appreciate your flexibility and look forward to speaking with you soon.
Best regards, [Your Name] [Your Job Title] [Company Name]
2. Rescheduling Due to Technical Issues (Virtual Interview)
Subject: Interview Reschedule Request
Dear [Candidate’s Name],
We regret to inform you that due to unforeseen technical difficulties, we need to reschedule your upcoming virtual interview originally set for [Date & Time].
We apologize for the inconvenience and appreciate your patience. Kindly let us know if any of the following time slots work for you:
[New Date & Time Option 1]
[New Date & Time Option 2]
If you have any preferences, feel free to share, and we’ll do our best to accommodate. Looking forward to speaking with you soon!
Best regards, [Your Name] [Your Job Title] [Company Name]
3. Rescheduling Due to Candidate’s Request
Subject: Interview Rescheduling Confirmation
Dear [Candidate’s Name],
Thank you for reaching out regarding your interview scheduled for [Original Date & Time]. We understand that unforeseen circumstances can arise, and we’re happy to accommodate your request.
We have rescheduled your interview to [New Date & Time]. Please confirm if this works for you or suggest a convenient time that fits your schedule.
We appreciate your interest in joining [Company Name] and look forward to our conversation.
Best regards, [Your Name] [Your Job Title] [Company Name]
4. Rescheduling Due to an Internal Emergency
Subject: Interview Rescheduling Request
Dear [Candidate’s Name],
Due to an unexpected internal situation, we will need to reschedule your interview originally planned for [Original Date & Time].
We sincerely apologize for any inconvenience this may cause and appreciate your understanding. Could you please confirm your availability for any of the following alternative slots?
[New Date & Time Option 1]
[New Date & Time Option 2]
Thank you for your patience, and we look forward to speaking with you soon.
Best regards, [Your Name] [Your Job Title] [Company Name]
5. Rescheduling Due to Weather Conditions
Subject: Interview Reschedule Due to Weather Conditions
Dear [Candidate’s Name],
Due to the ongoing weather conditions, we believe it would be best to reschedule our interview scheduled for [Original Date & Time] to ensure everyone’s safety.
Please let us know your availability for the following alternative dates:
[New Date & Time Option 1]
[New Date & Time Option 2]
Your safety and convenience are our top priorities. We apologize for any disruption this may have caused and appreciate your flexibility.
Best regards, [Your Name] [Your Job Title] [Company Name]
6. Rescheduling Due to a Double Booking
Subject: Interview Rescheduling Request
Dear [Candidate’s Name],
We recently realized that there was an unfortunate scheduling conflict, and your interview on [Original Date & Time] overlaps with another commitment.
We sincerely apologize for the mistake and hope to reschedule at a time that works for you. Please let us know your availability for the following:
[New Date & Time Option 1]
[New Date & Time Option 2]
We appreciate your patience and understanding and look forward to speaking with you soon.
Best regards, [Your Name] [Your Job Title] [Company Name]
7. Rescheduling Due to Last-Minute Interview Panel Unavailability
Subject: Interview Rescheduling Request
Dear [Candidate’s Name],
We regret to inform you that due to the unexpected unavailability of key interview panel members, we need to reschedule your interview originally set for [Original Date & Time].
We truly apologize for the short notice and any inconvenience this may cause. To ensure you have the best interview experience, we would like to reschedule for one of the following times:
[New Date & Time Option 1]
[New Date & Time Option 2]
Please let us know which option works best for you. Thank you for your patience and understanding!
Best regards, [Your Name] [Your Job Title] [Company Name]
8. Rescheduling Due to Office Closure
Subject: Rescheduling Your Interview Due to Office Closure
Dear [Candidate’s Name],
Unfortunately, due to unforeseen circumstances, our office will be closed on [Original Interview Date], and we must reschedule your interview.
We truly regret any inconvenience caused and would like to propose a new interview time:
[New Date & Time Option 1]
[New Date & Time Option 2]
Please confirm which option works best for you, or feel free to suggest an alternative time that fits your schedule.
Best regards, [Your Name] [Your Job Title] [Company Name]
9. Rescheduling Due to a Personal Emergency
Subject: Interview Rescheduling Request
Dear [Candidate’s Name],
I hope you’re doing well. Unfortunately, due to a personal emergency, I am unable to conduct your interview as planned on [Original Date & Time].
I sincerely apologize for this unexpected change and would like to reschedule our conversation at your earliest convenience. Would any of the following times work for you?
[New Date & Time Option 1]
[New Date & Time Option 2]
Please let me know what suits you best. Thank you for your understanding.
Best regards, [Your Name] [Your Job Title] [Company Name]
10. Rescheduling Due to Extended Interview Process
Subject: Interview Rescheduling Update
Dear [Candidate’s Name],
As part of our hiring process, we have made adjustments to our interview timeline to ensure we evaluate all candidates fairly. Therefore, we need to reschedule your interview initially set for [Original Date & Time].
We apologize for any inconvenience and appreciate your patience. Please let us know your availability for the following:
[New Date & Time Option 1]
[New Date & Time Option 2]
Thank you for your time and interest in [Company Name]. Looking forward to speaking with you soon!
Best regards, [Your Name] [Your Job Title] [Company Name]