7 Best Practices for Rescheduling Your Job Interview

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Expert tips for staying professional when you need to postpone
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When life happens and an unexpected situation prevents you from getting to your interview, then you may need to reschedule. You may worry about asking to move your interview, but employers are usually really understanding and willing to work with you if you ask in a professional tone. Keep reading to learn about good reasons for rescheduling an interview and how to craft the perfect message for your request.

Things You Should Know

  • Contact the interviewer as soon as you need to reschedule. Explain why, like if you’re sick, have a family emergency, or if you have other work obligations.
  • Provide times when you’re available to reschedule your interview. Show your enthusiasm by saying that you’re looking forward to meeting the interviewer.
  • Apologize that you have to reschedule on short notice, and thank them ahead of time for being so understanding.
Section 1 of 4:

Rescheduling Your Interview

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  1. As soon as you realize that you’re not going to make it to your interview, contact the hiring manager or recruiter that set it up. If you’re rescheduling an interview at the last minute, call them on the phone if you have their number. Even if you only have a few hours before the scheduled time, it’s okay to send them an email requesting a different interview slot. [1]
    • Letting the interviewer know right away also shows that you respect their time and gave them as much notice as possible.
  2. In about 1–2 sentences, tell the interviewer the reason why you want to move the interview. You could explain that you are sick, have a family emergency, or have issues with getting to the interview location. Give as much detail as you’re comfortable with. [2]
    • “I got really sick this morning and I’m afraid I’ll have to reschedule our interview today.”
    • “I’m sorry but I have to reschedule the interview for this afternoon. My son had an emergency at school, and I have to take care of him.”
    • “My car just broke down on the way to the interview, and I won’t be able to make it in.”
    • Really consider if you need to reschedule. Don’t try to move your interview because you want to go to a fun event. If your potential employer somehow found out, it will look pretty unprofessional.
    • Even if you don’t feel ready for the interview, try to stick with the original date and time. Take a deep breath and prepare for the interview as much as you can by practicing answers to common questions.
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  3. Show your enthusiasm and excitement for the position so the interviewer doesn’t think you’re rescheduling because you lost interest. Let them know that you’re excited to meet the team and talk about the opening.
    • “I was looking forward to meeting with you, and I couldn’t wait to learn more about the role today. I’d love to work out a different time.”
    • “I’m so excited for the opportunity to talk about this position. I wouldn’t miss it unless it were an emergency.”
    • Tell the interviewer that you don’t take rescheduling lightly and you wouldn’t be doing it under normal circumstances. Hiring managers are pretty understanding that things come up.
  4. Check your schedule for openings in the next few weeks and pick a few different times that you’re free. Include a few options for days and times so the interviewer knows you’re trying to work with their schedule. [3]
    • “I have openings tomorrow at 11 AM or 2 PM if either of those work for you. Otherwise, I’m available any time after 3.”
    • “Is it possible to reschedule for Monday at 10:30 or Tuesday at noon? Those are my next available openings on my schedule.”
  5. Let the interviewer know that you feel bad for having to push the interview to another time. After seeing or hearing that you’re sorry the interview couldn’t go on as planned, the hiring manager will see that you’re acting professional and courteous. [4]
    • “I’m so sorry again that I have to push this interview.”
    • “Sorry again for having to reschedule, but I’m looking forward to meeting you!”
  6. Tell the person interviewing you that you appreciate their time and patience with you. They’ll understand that you’re busy and things come up, but thanking them helps show that you’re courteous and caring. [5]
    • “Thank you for being so understanding and I hope there’s a time that works for both of us.”
    • “I appreciate you giving me the opportunity to still come in and meet you.”
  7. If the other person reaches out with a set of times they’re available, look at your schedule to see when you’re free. Choose time slots that are the soonest after your originally scheduled interview to show that you’re really eager to discuss the position. [6]
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Section 2 of 4:

Rescheduling Email Template

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  1. Dear [interviewer’s name],

    I’m really looking forward to meeting with you to learn more about [the position] at [the company]. However, due to [the reason why rescheduling], I won’t be able to make the interview we scheduled for [the date and time].

    I’m still eager to meet with you and discuss the role, so is there another time to reschedule my interview? I’m available on [the new dates and times] if that’s convenient for you.

    I’m so sorry again for having to reschedule, and thank you so much for this opportunity. I look forward to hearing back from you soon.

    Sincerely,

    [Your name]


Section 3 of 4:

Interview Rescheduling Email Example

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  1. 1
    Dear Mr. Smith,

    I’ve been looking forward to meeting you to learn more about the copywriter position at ABC Industries. However, I was feeling extremely sick when I woke up this morning, so I won’t be able to make the interview we scheduled for today, June 5th at 3 PM.

    I’m still so eager to meet with you and discuss what the copywriter position entails, so are there any other times you have available to reschedule my interview? I expect it will take me a day to recover, and I’m free on June 6th between 11 AM and 2 PM if that’s convenient for you. Otherwise, I am available all day on Fridays and Mondays if you have open times.

    I’m so sorry again for having to move our interview. Thank you so much for understanding and giving me this opportunity. I look forward to hearing back from you soon.

    Sincerely,

    Susie Spelman
  2. 2
    Dear Ms. Daniels,

    I’m very eager to meet with you and discuss the open computer programmer position at Google today. Unfortunately, I had a last-minute meeting scheduled at my current job during our interview time on Friday, June 8 at 1 PM, and I cannot miss it.

    I’m still very interested to learn more about the position and meet with the team, so is there any way we could reschedule my interview to another time? I’m available on weekdays between 12 and 2 PM if there’s a window that’s convenient for you.

    I’m so sorry again for having to reschedule, and I thank you so much for your flexibility and understanding. I hope to hear back from you soon.

    Sincerely,

    Greg Stevens
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Section 4 of 4:

Reasons for Rescheduling

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  1. If you’re not feeling well, stay home so you don’t risk spreading any illnesses. While you’re probably fine to go to your interview if you just have the sniffles, push your interview if you’re contagious and wait until you’re fully healed before rescheduling. [7]
  2. Interviewers will understand how important it is to step away if you’re managing a personal or family emergency. If you have a sick child at home, an injured family member, or a sudden death of a loved one, then move your interview to a different time. [8]
  3. If your interview is scheduled during other work hours, you may not be able to get out of an important meeting or surprise business trip on your schedule. Most interviewers will recognize that your work duties are important and be a little flexible with rescheduling your interview. [9]
    • The interviewer may even recognize your dedication to your job and it could make them think more highly of you.
  4. Is the bus running late or did your vehicle break down on the way to your interview? When unreliable transportation prevents you from getting to your interview on time, then it’s okay to reschedule at the last minute. [10]
  5. When there’s a severe thunderstorm, flash flood, snowstorm, or any other severe weather, it’s not safe for you to drive to an interview. Keep your eyes on the forecast to see when the weather will clear up so you can find a good time to reschedule. [11]
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      Warnings

      • Try to avoid constant rescheduling. While it’s okay to reschedule once or twice, doing it 3 or more times could make it seem like you’re unreliable or not interested in the position. [12]
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      References

      1. ↑ https://careercenter.utsa.edu/blog/2018/02/23/use-this-email-template-to-reschedule-a-job-interview-without-destroying-your-chances/
      2. ↑ https://www.jobstreet.com.my/career-resources/job-hunting/interview-no-show-how-you-can-avoid-it/
      3. ↑ https://www.freesumes.com/how-to-reschedule-an-interview/
      4. ↑ https://www.jobstreet.com.my/career-resources/job-hunting/interview-no-show-how-you-can-avoid-it/
      5. ↑ https://jobs.washingtonpost.com/article/the-right-way-to-reschedule-a-job-interview/
      6. ↑ https://www.topinterview.com/interview-advice/how-to-reschedule-interview
      7. ↑ https://careercenter.utsa.edu/blog/2018/02/23/use-this-email-template-to-reschedule-a-job-interview-without-destroying-your-chances/
      8. ↑ https://ivyexec.com/career-advice/2021/this-is-how-you-reschedule-an-interview-without-ruining-your-chances/
      9. ↑ https://www.careerfaqs.com.au/careers/interview-questions-and-tips/rescheduling-a-job-interview-an-email-template
      1. ↑ https://www.inhersight.com/blog/interview/how-to-reschedule-an-interview
      2. ↑ https://money.usnews.com/money/blogs/outside-voices-careers/articles/2018-01-18/3-reasons-why-you-should-reschedule-your-job-interview
      3. ↑ https://hbr.org/2022/06/10-red-flags-to-watch-out-for-in-a-job-interview

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