How To Write an Apology Letter Post-Interview in 8 Steps

Job candidates may miss their interviews due to unexpected events or mistakes. If this happens, sending a custom apology note after the meeting can allow them to express their regrets, show their enthusiasm about the opportunity and ask for a chance to schedule a new meeting date. You may benefit from learning about some tips for apologizing to your interviewer in a professional and effective way. In this article, we discuss how to write an apology letter post-interview, explain when it may be a good idea to write one and provide examples of this kind of message.

When to write an apology letter post-interview

A candidate may choose to write an apology letter post-interview if they were late to the meeting or missed it in total. They may also apologize to the interviewer if they want to reschedule the interview before the agreed-upon date. The candidate may want to reschedule because of unexpected circumstances. Sending a professional apology email can allow you to express good manners, explain your reason for the tardiness or absence and ask for the opportunity to meet at another time. In some cases, it may be better to write a thank you note than an apology letter. Sending a thank you message enables you to show care for the interviewer's time and consideration, present information you forgot to mention in the meeting, emphasize your interest in the opportunity and provide additional materials the interviewer requested. When writing a thank you letter, keep your message clear and concise so the interviewer can read it efficiently. Related: How To Write a Post-Interview Thank You Note

How to write an apology letter post-interview

Here are eight steps for how to write an apology letter after an interview:

1. Send your message as soon as possible

If an urgent matter arises, send your apology letter as soon as you can. Ideally, you could send your message before the interview occurs. In some cases, it may be necessary to send your letter after the interview. It's typically best to use email as the mode of communication so the interviewer can receive your message right away. Depending on your previous correspondence, you may also call the interviewer to leave a voice message with them about the matter. Communicating the situation with them promptly conveys that you care about their time and efforts. Related: How To Be a Good Communicator

2. Create a clear subject line

It's important to create a clear and concise subject line for your message so the employer can identify it easily. This can also help differentiate your email from the potentially hundreds of other emails they may receive daily. Consider the following subject line ideas for your post-interview apology letter:

Request To Reschedule Interview
Apology for Absence From Interview
My Apologies for Missing the Interview

3. Emphasize your apology

Highlight the fact that you regret missing the interview and the opportunity to meet the employer. Showing humility can show your thoughtfulness and care. Consider including the time at which you were going to meet and the title of the position for which you're interviewing. This can help the interviewer recognize the subject of your email quickly.

4. Provide a reason

It may be beneficial to provide a reason you were late or absent from an interview, as the interviewer could be curious. Explaining the situation can characterize you as an honest employee. Keep your explanation straightforward and brief, especially if it's a personal matter. You may want to use vague terms like "personal emergency" or "urgent matter" so you can keep private information to yourself. If you made a mistake, take ownership of your error. If you experienced an event outside of your control, it's likely the employer can understand.

5. Show courtesy

Use your apology letter to promote your skills in courtesy and manners. Many employers place a high value on these qualities. For example, an employer hiring for a customer service role is usually seeking a candidate who has strong interpersonal skills and a polite disposition. Mention that you respect and value their time and consideration. Read more: Everything You Need To Know About Job Interview Etiquette

6. Show your appreciation for the opportunity

Make it clear to the employer that you appreciate the opportunity they have given you. Show gratefulness for their consideration of you as a candidate. You might mention your excitement to discuss the role further and explain your qualifications for the role. It can also be a good idea to convey the admiration you have for their organization.

7. Ask to reschedule the meeting

Next, write a request to reschedule the interview for a later date and time. Ask if another meeting is possible and convenient for the employer. Prepare and know your schedule in advance so you can explain your availability. Read more: 7 Steps To Reschedule a Job Interview

8. Restate your apology

Before signing your name, restate your apology and thank the interviewer for their time. Restating your apology twice shows your sincerity. Try to keep the entire message brief, and be sure to check your email regularly for a response.

5 post-interview apology letter examples

Use a formal letter format when developing your apology letter. Include your full name and contact information on the top of your letter, just like on a resume, cover letter or another professional document. Then, write the date and the full name, title, company and address of the recipient. After you write the letter's body, remember to write your full name and signature at the bottom. Here are five examples of post-interview apology letters for different contexts:

1. A personal mistake

Sometimes, candidates may arrive late for an interview or miss it altogether because of personal mistakes. These could include forgetting about the meeting, oversleeping an alarm or leaving too late. It's important to prevent these occurrences from happening so you can express basic courtesy, professionalism and interest to the interviewer. If you make a mistake, sending an apology letter can be a good course of action. Your subject line could be Apology for Missed Interview. Here's a sample apology letter for these kinds of situations: Dear Ms. Jones, Please accept my sincere apology for missing my interview with you this afternoon at 3:00 pm for the position of Marketing Intern. I'm mortified that I mixed up the dates and thought that our meeting was tomorrow. I'm extremely sorry for the inconvenience I may have caused you. I want to assure you that this is completely out of character for me. This interview was very important to me, as I have a serious interest in this role and in your organization. I would greatly appreciate the opportunity to schedule another interview if it's convenient for you. I can be reached at sallymunch@email.com or 555-555-5555. Once again, my apologies. Thank you for your time. Regards, Sally Munch Related: How To Prepare for an Interview

2. Transportation issues

It's important to plan for any possible transportation delays and leave with plenty of time for the commute to an interview, especially if you're taking public transportation. This ensures that you can arrive at an interview early. If you were late to or missed an interview because of traffic, wrong turns or another common issue, this likely means it was necessary for you to leave earlier or practice the route beforehand. However, some transportation issues are unexpected and unavoidable, such as car trouble or car accidents. Here's a sample apology letter for these kinds of situations: Dear Mr. Smith, I'm writing to apologize sincerely for missing my interview with you at 10:00 am this morning for the role of Business Analyst. I was involved in a car accident on the way to the meeting that left my car totaled. Everyone who was involved is okay. Regardless, I apologize for the inconvenience I may have caused you. I was looking forward to this interview since we scheduled it, as I would be honored to work at your organization. If it's possible, I would appreciate the chance to reschedule our meeting. Please reach me at jacobstevenson@email.com or 555-555-5555. Once again, my apologies for these unfortunate circumstances. Thank you for your time. Sincerely, Jacob Stevenson

3. Technical issues

If you're participating in an interview with an online portal or platform, it's possible there could be technical issues with connection, video, audio or other elements of the meeting. Try to prepare for these kinds of occurrences by developing a backup plan. However, there still may be some unexpected issues that are challenging to solve. By communicating with your interviewer about the technical issue, you may be able to work together to find a solution. Here's a sample apology letter for these kinds of situations: Dear Mrs. Shay, Please accept my sincere apology for being tardy to our 1:00 pm interview for the role of Assistant Fundraiser. It looks like the video platform we were going to use is experiencing technical difficulties. I am currently trying various troubleshooting methods to identify and solve the problem. I apologize for the inconvenience. If I can't resolve these issues in time and if it's convenient for you, I would greatly appreciate the opportunity to reschedule this interview. I was very thankful for the opportunity to tell you about my interest and qualifications for this role. We could try to use a different video conference platform with which I'm familiar. You can reach me at lenniethompson@email.com or 555-555-5555. Once again, my apologies. Thank you for your time. Best, Lennie Thompson

4. A family emergency

Family emergencies are urgent matters that may require your attention right away. Upon explaining the situation to your interviewer, it's likely they can be understanding and empathetic to the circumstances. Their response may also show you an idea of their management style and allow you to make a more informed decision about whether you want the job. Here's a sample apology letter for these kinds of situations: Dear Mr. Moore, Please accept my sincere apologies for missing our 11:00 am interview yesterday for the position of Editorial Assistant. I had an urgent family emergency to which I had to attend. We were able to resolve it and ensure that everyone is safe. I'm very sorry for the inconvenience I may have caused you. I'm greatly interested in this position and the opportunity to work for your organization. If you're available, I would be very thankful for the opportunity to reschedule the interview. I can be reached at chelsearoth@email.com or 555-555-5555. Once again, my apologies. Thank you for your time and consideration. Sincerely, Chelsea Roth

5. A medical emergency

If you experience a medical emergency, it's important to address it immediately. As employers are responsible for caring about and supporting the health and well-being of team members, it's likely that your interviewer can be kind and patient about this situation. It's beneficial to take time to recover before attending an interview. This allows you to represent yourself in the best way possible. Here's a sample apology letter for these kinds of situations: Dear Ms. Carr, I'm writing to apologize for missing my 2:00 pm interview with you for the role of Sales Manager. I experienced a medical emergency and had to go to the hospital. While I'm okay now, my doctor tells me I need at least a week to recover. I was very excited about this interview and the opportunity to meet you and talk about the role. If it's possible, I would greatly appreciate the chance to reschedule for a later date after my recovery. If not, I hope you could keep me in consideration for future openings. My contact information is gregjackson@email.com or 555-555-5555. Once again, my apologies for any inconvenience I may have caused. Thank you for your time. Regards, Greg Jackson