Best Practices to Reschedule an Interview

The best time to reschedule an interview is as soon as you know you won’t be able to make the original date and time. If possible, avoid a short-notice cancellation, such as the day before or the day of your appointed time. Both choices send a negative message. To have the best opportunity to promote yourself at the interview, getting in touch with the person in charge of hiring as early as possible is to your advantage.

Those in charge of hiring and scheduling likely have to sort through many resumes and select and schedule worthy candidates to interview. This means their calendar will likely include many candidate interviews. To improve your chances of being rescheduled, contact the employer as soon as possible.

As soon as you become aware that you won’t be able to make it to your scheduled interview, there are important steps to take. You’ll want to make a phone call and send a follow-up email. Each action is a positive move in letting the employer know you are a responsible, thoughtful, and organized individual, which can mean the difference in whether you get a second opportunity to interview.

Follow these steps when making a phone call to reschedule an interview:

1. Make the call directly to the hiring manager as soon as possible.
2. If the manager is unavailable and you speak to someone else, get their name.
3. When speaking to the hiring manager or other personnel responsible for rescheduling your interview, be enthusiastic so you convey how important the interview is to you.
4. Let the person know you can’t make the scheduled interview and you’d like to reschedule.
5. Briefly explain the reason you need to reschedule.
6. Be truthful and sincere, which means the reason should be a good one and one that the hiring manager can relate to.
7. Apologize for any inconvenience rescheduling has caused.
8. Suggest two or three alternate dates that you have available.
9. Thank the person for their time and consideration before ending the call.
10. After you’ve been rescheduled, follow up the phone call with an email to the person you spoke with thanking them for rescheduling and confirming the date and time of the rescheduled interview.

Follow these steps when emailing to reschedule an interview:

1. Send the email to the hiring manager and include copies, if applicable.
2. Open with a greeting and the hiring manager’s name.
3. Let the manager know you need to reschedule.
4. Provide the reason you can’t make the original interview briefly, but to-the-point without elaborating with unnecessary information.
5. Express your apologies for the inconvenience.
6. Suggest alternate dates, and be flexible.
7. Add a salutation such as ‘Thank you for your consideration.’
8. Add your full name.

There are several templates you use when sending an email requesting rescheduling such as the following:

Template: two paragraph format

Hi [hiring manager’s name]

I apologize for having to ask but can the interview set for [date] at [time] for the [job position] be rescheduled? These are the [dates] I have available:

• [Date, time]
• [Date, time]
• [Date, time]

Please know I am excited about the job opportunity and look forward to speaking with you. Thank you for your time, consideration, and flexibility.

[Salutation]

[Your full name]

Template: one paragraph format

Dear [name of the hiring manager]

Is it possible for the interview scheduled on [date] at [time] for the [job position] be rescheduled for another day? An unforeseen situation has occurred that requires my attention and I won’t be available that day. Please let me know the dates and times available to me for rescheduling.

[Salutation]

[Your full name]

Template: one paragraph format

Dear [name of hiring manager]

Unfortunately, I am unable to keep our interview appointment on [date] at [time] and would appreciate the opportunity to rescheduled. I am looking forward to speaking with you and other members of the [department, project, or team] about the [job position]. Please let me know the dates and times you are available.

[Salutation]

[Your full name]

When writing the email, keep it brief and professional like the examples below.

Example 1

Hi Mr. Smith,

Thank you for the opportunity to interview with you on Monday, November 30 to talk about the sales manager position at the AeroTech Company.

Unfortunately, an unexpected situation has come up and I won’t be able to meet with you on that day and would like to reschedule. Would you be available on Thursday, December 3rd or Friday, December 4th? If there is another date and time that is more convenient for you, please let me know.

I’m sorry for having to reschedule and look forward to the opportunity to meet with you to talk about the position.

Thank you for your understanding and consideration, Mr. Smith.

Sincerely,

Linda Brown

Example 2

Hi Mrs. Sanders,

I’ve been looking forward to meeting with you to discuss the project coordinator position with you on Monday, December 7 at 10:00 a.m.

Unfortunately, I will be in Dallas, Texas due to an unexpected family emergency. Would it be possible to reschedule the interview the following week? I will be back in Charleston on Monday, December 14 and available anytime during the week.

I’m sorry for any inconvenience and hope the interview can be rescheduled soon.

Thanks for understanding, Mrs. Sanders.

All the best,

Lily Jackson