How To Reschedule An Interview

How to reschedule an interview

Providing advance notice through a reschedule email shows that you respect the candidate and appreciate them meeting with you. Do ensure they feel valued so they continue with the interview process at a new time and date rather than take their job search elsewhere. Here are a few steps for successfully rescheduling an interview.  

1. Provide as much notice as possible 

As emergencies happen, candidates would often understand when a last-minute family crisis or weather incident results in a hiring manager being unable to make it to the office on the morning of an interview. Therefore, it is important to provide them advance notice on the matter so that they are able to adjust their schedule for the next interview. 

2. Apologise for the inconvenience 

When you are contacting the candidate to inform them that you need to reschedule an interview, express your sincere apologies for the change of plans. You can let them know that you understand this affects their schedule and that you apologise for any inconvenience it causes. By demonstrating regard for their time, you communicate to the applicant that their time is valuable to you. Doing this may give them a positive impression of what working for you would be like. 

3. Give a legitimate reason 

Make sure to provide a legitimate but brief reasoning for the cancellation. When you provide a reason for the scheduling change, it eliminates doubts they may have about their qualifications or your lack of interest in them. You don’t have to give them details, but citing something generic about the situation, such as a family emergency or unexpected medical appointment, allows the applicant to know that they are only being asked to reschedule because of an urgent situation.  

4. Suggest a new time and date 

Suggest an alternate day and time so that the applicant is not kept in the dark about how the process will progress forward. In addition to proposing a potential date for the rescheduled interview, ask them if there is a better date and time for them. You can also give them a couple of time slots on certain dates that work for you and ask them to choose the one that works best for them.

Related link: No-Show Email Template

5. Reiterate your interest in the candidate

Conclude your email or phone conversation by restating your excitement to sit down and chat with the candidate. Communicate that you are eager to get to know them better and discuss the possibility of them joining your company. Expressing your interest in them as a potential employee helps them stay focused and enthusiastic about the interview when it does happen. 

6. Thank them for their understanding 

Thank the applicant for their understanding and willingness to adjust to the date and time change. By thanking them, you demonstrate your enthusiasm and appreciate their value as a possible asset to your company.