Are you a hiring manager looking to reschedule an interview with a potential candidate but unsure of how to craft an appropriate email? Fear not, as we have prepared a sample email template for you to use as a guide. Rescheduling an interview can be a delicate task, but with the right words and tone, you can effectively communicate the change in plans while maintaining a professional and courteous demeanor. Follow our sample email to ensure a smooth and seamless rescheduling process.
Best Structure for Rescheduling an Interview Email Sample
When rescheduling an interview, it’s important to be clear, concise, and considerate of the candidate’s time. Here’s a suggested structure for an email that effectively communicates the change in interview date or time:
- Greeting: Start the email with a polite greeting to the candidate, addressing them by their name.
- Apology: Begin by apologizing for the inconvenience and express your regret for having to reschedule the interview.
- Reason for Rescheduling: Briefly explain the reason for the change, whether it’s due to unforeseen circumstances, scheduling conflicts, or any other valid reason.
- New Interview Details: Clearly state the new date and time for the interview. Make sure to include the time zone if applicable.
- Confirmation of Receipt: Request the candidate to confirm receipt of the email and acknowledge the new interview details.
- Contact Information: Provide your contact information in case the candidate needs to reach out for any further clarification or assistance.
- Closing: End the email with a polite closing remark and your name or signature at the bottom.
By following this structure, you can effectively communicate the change in interview schedule while maintaining professionalism and respect for the candidate’s time.
Rescheduling an Interview Email Samples
Subject: Interview Rescheduled – Urgent Meeting
Dear [Candidate’s Name],
I hope this email finds you well. Due to an unexpected urgent meeting, we need to reschedule your interview to a later time. Our team values your time and we apologize for any inconvenience this may cause. Please let us know your availability for the rescheduled interview. Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Unforeseen Circumstances
Dear [Candidate’s Name],
Unfortunately, due to unforeseen circumstances, we need to reschedule your interview. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your flexibility.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Sudden Illness
Dear [Candidate’s Name],
I regret to inform you that one of our team members has fallen ill, and we need to reschedule your interview. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your patience.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Technical Difficulties
Dear [Candidate’s Name],
We encountered unexpected technical difficulties that require us to reschedule your interview. We sincerely apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your flexibility.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Company Emergency
Dear [Candidate’s Name],
Due to a company emergency that requires our immediate attention, we need to reschedule your interview. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your flexibility.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Weather Conditions
Dear [Candidate’s Name],
Due to severe weather conditions that have affected our operations, we need to reschedule your interview. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your patience.
Best regards,
[Your Name]
HR Manager
Subject: Interview Rescheduled – Last Minute Conflict
Dear [Candidate’s Name],
Unfortunately, a last-minute conflict has arisen that requires us to reschedule your interview. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability for the rescheduled interview. Thank you for your flexibility.
Best regards,
[Your Name]
HR Manager
How to Politely Reschedule an Interview?
Rescheduling an interview is a common practice and can be done professionally to maintain a good impression. When writing an email to reschedule an interview, it is important to be polite and provide a valid reason for the change. Start by expressing your gratitude for the opportunity to interview and apologize for any inconvenience caused by the rescheduling. Clearly state the reason for the change in schedule and propose a few alternative dates and times that you are available for the rescheduled interview. End the email by thanking the interviewer for their understanding and flexibility.
Is it Appropriate to Reschedule an Interview Last Minute?
Rescheduling an interview last minute is generally not recommended as it can reflect poorly on your professionalism and reliability. However, in certain circumstances such as emergencies or unforeseen events, it may be unavoidable to reschedule at the last minute. If you find yourself in a situation where you need to reschedule an interview last minute, it is important to communicate the change as soon as possible and provide a valid reason for the sudden change. Remember to apologize for any inconvenience caused and offer to reschedule at the earliest convenience of the interviewer.
How to Reschedule an Interview Without Burning Bridges?
Rescheduling an interview without burning bridges requires tact and professionalism. When communicating the need to reschedule, make sure to express your gratitude for the opportunity to interview and apologize for any inconvenience caused. Be honest about the reason for the change in schedule and offer to reschedule at a time that is convenient for the interviewer. It is also important to reassure the interviewer of your continued interest in the position and your commitment to the interview process. By handling the rescheduling process with grace and professionalism, you can avoid burning bridges and maintain a positive relationship with the employer.
Thanks for reading!
I hope this sample email helps you reschedule your interview with ease. Remember to be polite and professional in your communication. If you have any other questions or need further assistance, feel free to reach out. Good luck with your interview! And be sure to visit us again for more helpful tips and resources. Have a great day!