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How to Reschedule Your Job Interview (with Email Samples)

When it comes to job interviews, sometimes unexpected circumstances can arise that require you to reschedule the job interview. Whether it’s due to an unforeseen conflict, illness, or any other valid reason, knowing how to reschedule your job interview professionally is crucial.

In this article, we will guide you through the process of rescheduling a job interview effectively and provide you with email samples that you can use as a template. So, let’s dive in and learn how to write an interview reschedule email.

Why Do You Need to Reschedule a Job Interview?


Life is unpredictable, and there may be times when you find yourself in a situation where you need to reschedule a job interview. It could be due to various reasons such as:

  • Sudden illness: If you or a family member falls ill on the day of the interview, it’s important to prioritize health and reschedule the interview.
  • Personal emergency: Unforeseen emergencies can occur that require your immediate attention, making it impossible to attend the interview as scheduled.
  • Conflicting appointments: Sometimes, you may have overlapping commitments or prior appointments that cannot be rescheduled.
  • Transportation issues: Unexpected problems with transportation, such as a car breakdown or public transport delays, can prevent you from reaching the interview location on time.
  • Inclement weather: Extreme weather conditions, such as heavy snowstorms or hurricanes, can make it unsafe or impossible to travel to the interview.

Factors to Consider Before Rescheduling a Job Interview

Before making the decision to reschedule your job interview, consider the following factors:

  • Urgency: Evaluate the urgency of the reason for rescheduling. Is it a genuine emergency or a matter that can be managed with proper planning and preparation?
  • Timing: Assess the timing of the interview and your availability. Determine if rescheduling is feasible and if you have alternative dates and times in mind.
  • Company Culture: Research the company’s culture and values. Some organizations may prioritize flexibility and understand the need for rescheduling, while others may have a stricter policy.
  • Impression: Reflect on the impression rescheduling may create. While it is sometimes necessary, it’s important to consider how it may affect your candidacy and the employer’s perception of your commitment.

Taking these factors into account will help you make an informed decision and navigate the rescheduling process effectively.

Tips to Write an E-mail to Reschedule an Interview

When to notify?

The first step in rescheduling a job interview is to assess the situation and notify promptly. As soon as you realize that you won’t be able to attend the interview as scheduled, take immediate action. This shows your professionalism and respect for the interviewer’s time. Email is the preferred method for rescheduling a job interview, as it provides a written record of your communication.

How to communicate?

Requests to reschedule your interview should be put on an email. Allow the hiring manager at least 24-36 hours to get back to you with a new appointment. If you want to ensure that she or he reads your email, you may drop them a text. Calling is seldom considered polite in such situations unless it is at the eleventh hour – a situation we discourage you from arriving at.

For an email request, begin by expressing sincerity and apologizing for any inconvenience caused by the need to reschedule. Use a polite and professional tone to convey your regret. This helps to maintain a positive impression and demonstrates your commitment to the hiring process.

State why you can’t make it

Confucius famously said, There are no reasons, only excuses. But when it comes to having to reschedule such an important appointment, we’re sure even he would make an exception.

The three things you can cite for not being able to make it at the scheduled day and hour are:

• Bad health that you cannot recover from in time for the meeting

• A work task you cannot put off

• A family emergency

On the other hand, avoid citing below reasons:

  • A hangover or just oversleeping
  • Lapse of memory
  • Lack of preparation
  • A recreational event clashing with the time/ date of the interview
  • Indecisiveness
  • Not being able to find help with your toddler or pet
  • You managed to misplace some documents

Always apologise after you’ve presented your case, no matter how little you could do in the situation. When, then, you’re given an alternative appointment, do not forget to express gratitude.

Propose rescheduling

In your interview reschedule email, emphasize your availability and flexibility. Reiterate your interest in the position and express your willingness to make necessary arrangements to ensure a successful rescheduled interview. This reassures the employer that you are committed to the opportunity.

Request interview confirmation

To avoid any miscommunication, request confirmation of the new interview details. This includes the date, time, location (if applicable), and any changes in the interview format. It is crucial to have all the necessary information to prepare adequately.

Email Samples: Rescheduling a Job Interview

Below we have provided some email templates to reschedule a job interview. Use any of the following email templates to reschedule your interview with an employer

Sample Email 1: Rescheduling Interview Due to Sudden Illness

Email Sample to Reschedule Interview Due to Sickness

Sample Email 2: Rescheduling Due to Personal Emergency

Email Sample to Reschedule Interview Due to Personal Emergency

Sample Email 3: Rescheduling Due to Conflicting Appointments

Email Sample to Reschedule Interview Due to Conflicting Appointments

FAQ’s (Frequently Asked Questions)

Q1. Can I reschedule a job interview at the last minute?

A1: It is generally best to avoid rescheduling a job interview at the last minute unless it’s an emergency situation. Rescheduling should be done as soon as you realize the need for it to allow ample time for the interviewer to accommodate your request.

Q2: Should I provide a detailed explanation for rescheduling?

A2: While it’s important to provide a valid reason for rescheduling, it’s not necessary to go into excessive detail. Keep your explanation concise and professional, focusing on the key reason that led to the need for rescheduling.

Q3: How much notice should I give when rescheduling a job interview?

A3: It’s recommended to give as much notice as possible when rescheduling a job interview. Aim to inform the interviewer at least 24 to 48 hours in advance, if not more, to allow them sufficient time to adjust their schedule accordingly.

Q4: What if the interviewer doesn’t respond to my rescheduling request?

A4: If you don’t receive a response to your rescheduling request within a reasonable time frame, it’s advisable to follow up with a polite email or phone call. Be patient and understanding, as the interviewer may have their own scheduling constraints.

Q5: Can I reschedule a job interview more than once?

A5: Ideally, it’s best to avoid rescheduling a job interview more than once unless there are compelling reasons. Frequent rescheduling can give the impression of a lack of commitment or organization. However, if an urgent situation arises, communicate your circumstances and request to reschedule politely.

Conclusion

Rescheduling a job interview can be a challenging task, but with the right approach and professional communication, you can handle it effectively. Remember to act promptly, provide a valid reason, and express your enthusiasm for the position.

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