How To Reschedule A Job Interview (With Examples)

Rescheduling a job interview may not be ideal, but it’s not the end of your job search journey. There are numerous legitimate reasons to make this request, and if approached with politeness and professionalism, it shouldn’t negatively impact your chances of securing the position.

If you find yourself in need of rescheduling, continue reading: We’ll detail the steps to effectively reschedule an interview, offer examples, and provide a list of acceptable reasons that could justify your request.

Key Takeaways:

• Notify the hiring team as soon as possible—giving ample notice shows respect for their time and increases the likelihood of finding a suitable new date.

• Provide a valid reason for your request; avoid casual excuses like simply not wanting to attend.

• Always express regret for the inconvenience caused, even if the situation is beyond your control.

How to Reschedule a Job Interview

To reschedule a job interview, reach out promptly upon realizing there’s a conflict. Clearly explain your reason, apologize for any inconvenience, and reaffirm your enthusiasm for the role.

1. Provide ample notice. Contact the hiring manager or recruiter as soon as you become aware of the scheduling conflict. This allows both parties sufficient time to coordinate a new date and time, minimizing the risk of further rescheduling.

   • Acting quickly reflects positively on your professionalism, making it preferable to reach out sooner rather than waiting until the day of the interview.

   • Phone calls are often the most effective means of communication, as they are personal and direct. However, if the interview is still a few days away, an email is entirely appropriate.

   • Be mindful of your own schedule when proposing a new date and be aware of any personal commitments that could affect your availability.

2. State your reason. Just as there are topics to avoid during an interview, there are also pitfalls when providing reasons for rescheduling.

   • Offer a concise and valid reason for your need to reschedule; there’s no need for lengthy explanations.

   • Honesty is key. If your reason is less than compelling, consider whether it truly warrants rescheduling.

   • Employers understand that unforeseen circumstances arise, and most are accommodating if you have a legitimate reason.

3. Apologize sincerely. A hiring manager often manages multiple candidates, and rescheduling can complicate their planning. Thus, it’s courteous to apologize for any disruption caused.

   Your acknowledgment of the inconvenience demonstrates respect for their time.

4. Suggest a new date and time. For high-demand positions, the interviewer may propose the next available slot. Otherwise, offer a range of options to streamline the rescheduling process.

   It’s crucial to get back on track as soon as possible; delaying the interview could risk losing the opportunity altogether.

5. Express gratitude and enthusiasm. Thank the hiring manager for their flexibility in rescheduling. This not only conveys appreciation but also reaffirms your interest in the position.

6. Confirm the new date. After successfully rescheduling, send a follow-up email to confirm the details of the new interview date and time. This ensures clarity and professionalism in your communication.

Reschedule a Job Interview Email Template and Examples

For most situations, email is the preferred method for requesting a reschedule. Below is a template to guide you in crafting your message, along with examples for reference.

Reschedule Interview Email Template

Use this template to draft your rescheduling request. If you’re calling, the same structure can guide your conversation.

Reschedule a Job Interview Email Examples

Here are a couple of personalized examples that demonstrate how to fill in the template effectively.

1. Rescheduling Interview Due to Family Emergency Email Example

   Dear Janna,

   I’m looking forward to discussing the Office Assistant position at XYZ Inc. with you.

   Unfortunately, my spouse has a medical appointment during our scheduled interview time of 11 AM on June 7th, and I need to drive them to the care center. Would it be possible to reschedule for a later time on June 7th between 2-5 PM or any day between June 8th and 11th from 10 AM to 1 PM?

   I apologize for any inconvenience this may cause, and I want to reiterate my enthusiasm for the opportunity to join the XYZ team.

   Thank you for your understanding, and I look forward to our conversation.

   Best regards,
   Maggie Baker

2. Rescheduling Interview Due to Unexpected Work Commitment Email Example

   Good afternoon, Tom,

   I’m excited about the opportunity to discuss the Sales Manager position at O’Malley Aerospace. Unfortunately, I just learned that I have to embark on a last-minute work trip to address an urgent client issue that conflicts with our scheduled interview.

   Would it be possible to reschedule? I’m available on Thursday, July 5, after 3 PM, and I will have additional availability during the mornings of July 6-7. I’m also open to other dates if that works better for you.

   I sincerely apologize for any inconvenience this may cause, and I’d like to express my enthusiasm for the opportunity to interview for this position. I look forward to speaking with you soon.

   Thank you,
   Jim Fields

Valid Reasons to Reschedule an Interview

Acceptable reasons to reschedule an interview include illness, family emergencies, and work obligations. Don’t hesitate to make a new appointment if you find yourself in these situations:

• Illness or injury. Your health should always come first. If you’re unwell or injured, it’s completely understandable to postpone an interview.

• Family emergencies. Sometimes, you may need to reschedule due to circumstances involving loved ones, such as a medical emergency or a family crisis. Employers are generally empathetic in these situations.

• Work commitments. Even while seeking new opportunities, it’s crucial to honor your current job responsibilities. Last-minute work obligations or travel can necessitate a reschedule.

• Unexpected vehicle issues. Car troubles can be unpredictable. If they prevent you from attending, contact the hiring manager immediately to explain the situation and seek to reschedule.

• A competing interview. If another opportunity arises that conflicts with your scheduled interview, it’s acceptable to ask for a reschedule, as long as you communicate honestly about the situation.

Rescheduling a Job Interview FAQ

1. Is rescheduling a job interview unprofessional?

   While it’s not ideal to reschedule, it’s not inherently unprofessional. There are many valid reasons for a reschedule, and as long as you provide sufficient notice and communicate effectively, it reflects well on your professionalism.

2. What should you do if you are sick before your interview?

   Notify the hiring manager promptly if you cannot attend due to illness. Do not risk attending if you are experiencing symptoms that could affect others.

3. How do you apologize for rescheduling an interview?

   Be sincere in your apology, expressing regret for any inconvenience caused. A genuine acknowledgment of the situation goes a long way.

4. How can you politely reschedule an interview?

   Politely reschedule by giving as much notice as possible, stating your reason, and expressing your willingness to accommodate the hiring manager’s schedule. This demonstrates professionalism and respect.

References

1. U.S. Department of Labor – Interview Tips

2. Penn State Student Affairs – Interviewing

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.