Are you in need of a professional and polite way to reschedule an upcoming interview? Crafting a well-written reschedule email can make all the difference in maintaining a positive impression with the hiring manager or recruiter. Here, we provide you with a sample email template that you can use to effectively communicate any changes to your interview schedule.
The Best Structure for Interview Reschedule Email Sample
When it comes to rescheduling an interview, it’s important to be clear, concise, and professional. Here is a suggested structure for an effective interview reschedule email:
- Subject Line: Start with a clear and specific subject line that conveys the purpose of the email, such as “Rescheduling Interview for [Your Name].” This will help the recipient know what to expect when they open the email.
- Greeting: Begin your email with a polite greeting, such as “Dear [Interviewer’s Name],” or “Hello [Interviewer’s Name],”. This sets a friendly tone for the rest of the email.
- Apology: Start by apologizing for the inconvenience and expressing your regret for needing to reschedule the interview. Be sincere and acknowledge the inconvenience this may cause.
- Reason for Rescheduling: Provide a brief and honest explanation for why you need to reschedule the interview. Whether it’s due to unforeseen circumstances, conflicting priorities, or personal reasons, be transparent about the situation.
- Proposed New Date and Time: Offer a couple of alternative dates and times for the rescheduled interview. Be flexible and accommodating to the interviewer’s schedule as much as possible.
- Confirmation: Politely ask for confirmation of the new interview time and date, and provide your contact information if they need to reach out to you.
- Closing: End the email with a polite closing, such as “Thank you for your understanding,” or “I appreciate your flexibility.” Sign off with your name and contact information.
Remember to keep your email professional, courteous, and concise. By following this structure, you can effectively communicate your need to reschedule the interview while maintaining a positive impression with the employer.
Interview Reschedule Email Samples
1. Conflicting Prior Commitment
Dear [Candidate’s Name],
We hope this email finds you well. We regret to inform you that we need to reschedule your interview due to a conflicting prior commitment on our end. We apologize for any inconvenience this may cause and appreciate your understanding. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
2. Unforeseen Circumstances
Dear [Candidate’s Name],
We regret to inform you that we need to reschedule your interview due to unforeseen circumstances. We apologize for any inconvenience this may cause and appreciate your flexibility. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
3. Technical Difficulties
Dear [Candidate’s Name],
We regret to inform you that we need to reschedule your interview due to technical difficulties. We apologize for any inconvenience this may cause and assure you that we are working to resolve the issue as soon as possible. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
4. Scheduling Conflict
Dear [Candidate’s Name],
We regret to inform you that we need to reschedule your interview due to a scheduling conflict. We apologize for any inconvenience this may cause and appreciate your flexibility. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
5. Weather Conditions
Dear [Candidate’s Name],
We regret to inform you that we need to reschedule your interview due to inclement weather conditions. We apologize for any inconvenience this may cause and prioritize the safety of our staff and candidates. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
6. Emergencies
Dear [Candidate’s Name],
We regret to inform you that we need to reschedule your interview due to unforeseen emergencies. We apologize for any inconvenience this may cause and appreciate your understanding during this challenging time. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
7. Rescheduling for a Better Time
Dear [Candidate’s Name],
We hope this email finds you well. We would like to reschedule your interview for a better time that allows for a more thorough discussion of your qualifications. We believe this change will benefit both parties and appreciate your flexibility. Please let us know your availability so we can find a new interview date and time that works for both parties.
Thank you for your understanding.
Best regards,
[Your Name]
HR Manager
Tips for Interview Reschedule Email Sample
Rescheduling an interview can be a tricky situation, but it’s important to handle it professionally. Here are some tips for crafting a polite and clear interview reschedule email:
- Start by apologizing for any inconvenience this may cause. It’s important to acknowledge that rescheduling can disrupt the interviewer’s schedule.
- Provide a valid reason for the reschedule. Whether it’s due to an unexpected conflict or personal emergency, be honest and upfront about why you need to change the interview time.
- Suggest some alternative dates and times that work for you. This shows that you are flexible and willing to accommodate the interviewer’s schedule.
- Express your continued interest in the position. Reiterate your excitement about the opportunity to interview and make it clear that you are committed to finding a mutually convenient time to meet.
- Keep the tone of the email professional and polite. Avoid sounding too apologetic or casual, as this can come across as unprofessional.
Below is a sample template you can use as a guide for crafting your own interview reschedule email:
| Your Name | Your Email Address | Date |
|---|---|---|
| John Smith | [email protected] | August 10, 2021 |
Subject: Interview Reschedule Request
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to request a reschedule for our upcoming interview scheduled for [original date and time]. Due to [brief explanation of reason for reschedule], I am unable to make it at the originally scheduled time.
I apologize for any inconvenience this may cause and appreciate your understanding. I am eager to interview for the [position title] position and am committed to finding a mutually convenient time to meet. I am available on [provide a few alternative dates and times] and would appreciate your flexibility in rescheduling our interview.
Thank you for your understanding, and I look forward to the opportunity to interview with you. Please let me know if any of the suggested dates and times work for you.
Sincerely,
John Smith
Your Contact Number
Your Email Signature
Thanks for Reading!
I hope this sample email helps you in rescheduling your interview smoothly. Remember, it’s important to be polite and professional in your communication. If you have any questions or need further assistance, feel free to reach out. Thanks again for reading and visit again soon for more helpful tips and samples!