Reschedule Interview Email with Candidates[ 10 Templates]

Table of Contents

    What is an interview rescheduled email?

    An interview rescheduled email is a communication between an employer and a candidate wherein the employer informs to reschedule an already confirmed interview and postpone the same to a more convenient time and date.

    It is respectful to give prior notice of a rescheduled interview email, allowing the Candidate to plan their availability and prevent any scheduling conflicts.

    How to write an email rescheduling an interview: 

    1. Give as much notice as possible: It is advisable to respect the Candidate’s time and inform them as soon as you plan to reschedule their interview. A prior notice of the rescheduled interview email will allow them to prepare for the next suitable time and date. 
    2. Ensure your Candidate receives the message: Sending an email to reschedule the interview is acceptable. However, ensure that your Candidate receives the message and follows up with a phone call.
    3. Explain the reason clearly: While drafting an email for interview rescheduling, clearly state the reason. Apologize for rescheduling and ensure the reason is genuine and clearly explained.  
    4. Provide a new date and time: In the mail for rescheduling the interview, specify options of new dates and time slots for the rescheduled interview, letting the Candidate choose as per their availability. 

    10 Interviews Reschedule Email Templates

    Here are ten templates to help you how to reschedule an interview email:

    Template 1. Rescheduling Interview Due to Unexpected Conflict

    Dear Candidate,

    Thank you for showing interest in the [job title] at our company. Unfortunately, due to an unexpected conflict, we have decided to cancel the interview scheduled for you on [date] at [time].

    We would like to reschedule your interview for any of the following slots:

    [Options of slots as per date and time]

    Kindly confirm your availability along with an acknowledgment of this mail. If you are unavailable on the above dates, kindly let us know.

    Thank you,

    [Name]

    [Job title]

    Template 2. Rescheduling Interview Due to Illness

    Dear Candidate,

    As the HR of (company name), I was looking forward to discussing the role of (job title) with you. Kindly accept my earnest apologies for being unable to undertake the interview scheduled on (date) at (time) as I am unwell.

    I am suggesting some dates to reschedule the interview:

    [Date and Time]

    [Date and Time]

    [Date and Time]

    I apologize for any inconvenience caused. Thank you for understanding.

    Feel free to attach any queries along with your acknowledgment of this mail and the date and time for rescheduling.

    Regards,

    (Name)

    (Designation)

    Template 3. Rescheduling Interview Due to Company Emergency

    Dear (Candidate name),

    I am (name), recruiting manager of (company). This email is to inform you that your interview scheduled for (date) at (time) is to be rescheduled. There has been a company emergency, so we are rescheduling all interviews.

    Kindly select a preferred date and time slot for rescheduling and acknowledge this mail.

    (Date and Slot options)

    I apologize for any inconvenience caused.

    Regards,

    (Name)

    (Job title)

    Template 4. Rescheduling Interview Due to Travel Delays

    Dear (Candidate name),

    This email is to inform you regarding rescheduling your interview on (date and time). Unfortunately, our hiring manager is out of town for an urgent meeting, so we have to reschedule your interview.

    Kindly communicate your availability next week for rescheduling. Apologies for any inconvenience caused.

    Regards,

    (Name)

    (Designation)

    Template 5. Rescheduling the Interview Due to Technical Difficulties

    Greetings Candidate,

    I am (name and job title), looking forward to discussing the role of (job title) with you. I regret to inform you that your interview scheduled on (date and time) will have to be rescheduled as our company is facing technical difficulties which may cause obstruction the interview process.

    Kindly choose a suitable date and time slot from the options provided below and send a confirmation of the same.

    (Date and Time slot options)

    Apologies for the schedule change.

    Thank you,

    (Name)

    (Designation)

    Template 6. Rescheduling the Interview Due to Unforeseen Personal Circumstances

    Greetings (Candidate name),

    We are due for an interview on (date) at (time and place) for the position of (job title). Unfortunately, I will have to reschedule your interview to any of the suggested dates and time slots due to unforeseen personal circumstances of getting in a car accident.

    (Date and time slot options)

    Apologies for disturbing your schedule. Kindly send an acknowledgment to this mail with a confirmation of the new date and time slot.

    Thank you for understanding.

    (Name)

    (Designation)

     

    Template 7. Rescheduling Interview Opportunity – Your Understanding is Valued

    Dear (Candidate’s Name),

    I hope this message finds you well. I regret to inform you that due to unforeseen circumstances, we find it necessary to cancel the originally scheduled job interview with [Company Name]. We understand that it can be perceived as unprofessional to cancel, and we sincerely apologize for any inconvenience this may cause you during your job searching process.

    However, we highly value your interest and recognize the significance of this opportunity to interview with us. We believe that your skills and experiences align perfectly with our team’s needs. In light of this, we would like to offer you the chance to reschedule the job interview at a time that is convenient for you.

    We understand the challenges of the hiring process and the importance of every step in securing the right position. Your commitment to attending the interview speaks volumes about your dedication, and we want to ensure that you have every opportunity to showcase your abilities.

    We appreciate your understanding and flexibility in this matter. If, unfortunately, you have accepted another job offer in the meantime, we congratulate you on your success and wish you the very best in your new role.

    Please let us know your availability for a rescheduled interview, and we will do our best to accommodate. We look forward to the possibility of working together and appreciate your patience.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name] [Contact Information]

     

    Template 8. Rescheduling Interview Due to Weather Conditions

    Dear (Candidate name),

    I am (name), HR of (company), and we have an interview scheduled with you to discuss the job role of (job title) on the (date) at (time). This mail is to inform you that your interview is set to be rescheduled at another date and time slot as monsoon is upon us, entailing unpredictable and stormy weather conditions owing to which an interview won’t be possible at the pre-decided schedule.

    Kindly choose any one of the slots provided below and send a confirmation of the same.

    (Date and time slot options)

    My apologies for this last-minute change in the schedule.

    Thanking you,

    (Name)

    (Job title)

    Template 9. Rescheduling Interview Due to Staffing Issue

    Dear (Candidate Name),

    This email is to inform you regarding rescheduling your interview scheduled for (date and time) to discuss the job role of (job title). Unfortunately, our company is understaffed at the moment. So, we have decided to reschedule your interview to a date and time slot of your convenience.

    [Date and time slot options]

    Kindly revert with a suitable date and time slot. You can also let us know your preferred interview slot if any of the above are unsuitable.

    My apologies for the inconvenience. Looking forward to interviewing you.

    Regards,

    (Name)

    (Designation)

    Template 10. Rescheduling Interview Due to Unavailability of Key Interviewer

    Greetings (Candidate Name),

    I am [name and designation], emailing you to inform you that your interview scheduled on [date and time] for the job role of [job title] will have to be rescheduled for another date and time. Unfortunately, our key interviewer is unavailable at the pre-decided schedule due to his presence being required at a company conference out of town.

    Kindly choose an appropriate date and time slot suiting your availability from the options listed below for a rescheduled interview.

    [Date and time slot options]

    Looking forward to meeting you. Apologies for the inconvenience.

    Thank you,

    [Name]

    [Designation]

    FAQs

    1. How do I reschedule the interview with a candidate?

    Send an email comprising a clear reason for rescheduling and date and time slot options to reschedule. Mention an apology and ask them to acknowledge the mail with a suitable slot.

    2. What should I include in an email to reschedule an interview?

    In the email for rescheduling the interview, include a brief introduction (job title), a clear reason for rescheduling the interview, and the date and time slot options to reschedule.

    3. Is it appropriate to reschedule an interview with a candidate via email?

    Yes. Rescheduling an interview with a candidate via email is appropriate and professional. If the Candidate doesn’t revert, follow up the email with a call.

    4. How much notice should I give when rescheduling an interview?

    When sending a rescheduled interview email, inform the Candidate as soon as possible. An ideal notice period is 5-7 days in advance.   

    5. What should I do if the Candidate cannot attend the rescheduled interview?

    If the Candidate cannot attend the rescheduled interview, send an email asking them for a suitable rescheduling slot at their end. Enquire if they are still interested in the position.

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