How To Reschedule A Job Interview (With Examples)

Having to reschedule a job interview isn’t ideal, but it isn’t the end of the world either. There are valid reasons to reschedule an interview, and as long as you do it politely, it shouldn’t hurt your chances of getting a position.

If you find yourself in this position, keep reading: We’ll explain how to reschedule an interview and show you some examples of how to do this. We’ll also give you a list of good excuses for rescheduling an interview if you need help deciding what commitment should take precedence.

Key Takeaways:

• When rescheduling an interview, make sure you provide as much notice as possible — it will give you ample time to reschedule and will look better in your interviewer’s eyes.

• When providing a reason for rescheduling an interview, make sure it is for something valid like car trouble or a family emergency instead of just not feeling like going to the interview.

• It’s important to offer an apology when asking to reschedule an interview, even if you can’t do anything about the situation.

How to reschedule a job interview

To reschedule a job interview, reach out as soon as you know there is a conflict. Make sure you explain why you need to reschedule, apologize for the inconvenience, and reiterate your enthusiasm for the position.

1. Provide as much notice as possible. As soon as you realize you need to reschedule, reach out to the hiring manager or recruiter. This gives both parties more time to find a suitable date and time to avoid having to reschedule again in the future.

   • This also looks better in the hiring manager’s eyes if you reschedule almost immediately rather than waiting until the day of the interview.

   • The best method of contact is usually to call, as it is more personal and direct. It’s also more efficient than having to go back and forth in an email, especially if the interviewer does not check their email often throughout the day.

   • That being said, if the interview is still a few days or more away, sending an email is perfectly fine. Phone calls are only necessary when time is of the essence.

   • Make sure that you are on top of your schedule and choose a date that works. Beforehand, consider any childcare, medical appointments, or other situations that may impact your flexibility.

2. Give your reason. Just as there are certain things you should never say in a job interview, there are certain reasons that you shouldn’t reschedule an interview.

   • You need to give the hiring manager a valid reason for why you need to reschedule the interview. This doesn’t need to be long and drawn out — be as concise as possible.

   • You also want to be truthful in your reasoning for rescheduling; if you have a more leisurely reason, you may want to reconsider if it’s worth the potential impact of moving the interview.

   • However, employers understand that situations arise and that interviews may need to be rescheduled. As long as you have a legitimate reason, the interviewer will be accommodating in most cases.

3. Offer an apology. While you are only one person, a hiring manager typically has to manage numerous candidates throughout the application process. This means that they take time and consideration into making their calendars, so having to reschedule is an inconvenience at some level.

   That is why it is courteous to apologize for having to move the interview. Even in situations that are out of your control, this still shows the interviewer that you are also considerate of their time.

4. Provide a new date and time. For a high-demand position, the interviewer may automatically provide you with their next available time to conduct the interview. Otherwise, you will want to give a date range and timeframe to help the interviewer narrow down potential times.

   You always want to get rescheduled as soon as possible; waiting until weeks later puts you at high risk of the vacancy getting filled. While the interviewer may still have you come in, it could result in your information being kept on file but no offer. Also, the sooner you start the interview process the sooner you can potentially land your new job.

5. Say thank you and express your enthusiasm. When the hiring manager is kind enough to reschedule your interview, you want to make sure to thank them. Expressing gratitude is always a good idea; you can also use this as a time to show your enthusiasm for the position.

   This way the hiring manager understands that you aren’t just blowing them off and truly do want to make the interview happen.

6. Make sure to confirm the new date. Once you have successfully rescheduled your interview, it is a good idea to send a follow-up confirming the new date and time.

   The best way to do this is via email so everything is in writing. You can combine your thank you and your confirmation, once again expressing your appreciation for still being able to interview at a later date.

Reschedule a job interview email template and examples

Unless you need to reschedule an interview that is supposed to occur later that day, an email is usually the best way to ask to move your meeting. Here is a template you can use to write your email and some examples you can use as a reference.

Reschedule a job interview email template

This template can help you draft your own interview rescheduling email. Even if you’re calling to reschedule, you can still use the same general format for what to say.

Reschedule a job interview email examples

Now let’s fill in those blanks and make a few small changes for a personal touch, and we’ve got a real example of an email to reschedule a job interview.

1. Rescheduling Interview Family Emergency Email Example

   Dear Janna,

   I’m really looking forward to the chance to discuss 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 him to and from the care center. Could we reschedule our interview for a different time or day? I would be able to make it in later on June 7th between 2-5 pm, or any day between June 8th and 11th from between 10 am and 1 pm.

   I apologize for any inconvenience this may cause the hiring team, and I want to let you know that I’m still very enthusiastic about the opportunity to join the XYZ team.

   Thank you for your understanding, and I’m looking forward to chatting soon.

   All the best,
   Maggie Baker

2. Rescheduling Interview 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 am being sent on a last-minute work trip to handle an issue for a customer. Due to my schedule with the client, I had to book a flight that conflicts with our set interview time, and I won’t be able to make our meeting.

   Would it be possible to reschedule? I’ll be available on Thursday, July 5, after 3 p.m., and I will have some availability during the mornings of July 6-7 as well. I’m also open to other dates if that would be more convenient for you.

   I apologize sincerely for any inconvenience this causes, and I’d like to reiterate my enthusiasm about 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

Valid reasons to reschedule an interview include illness, family emergencies, and work commitments. Don’t be afraid to reschedule if you are experiencing any of these events:

• An illness or injury. Being sick or dealing with an injury is one of the most understandable reasons for rescheduling an interview because your health should be your first priority. Plus, no one else wants you to share your germs and get the whole office sick.

• A family emergency. Sometimes, you are not directly the reason that you need to reschedule, but it is instead because of a loved one. Employers understand that you may have a spouse, child, or another family member that needs your help. This may include an injury, illness, or recent death.

• A work commitment. Even though your objective in interviewing is to get a new job, you still need to consider your current obligations. Your work schedule may change frequently, and you don’t have the scheduled interview day off. Another scenario is last-minute travel arranged by your employer for a business meeting.

  In these types of situations, you should feel comfortable having to reschedule. You want to maintain a positive relationship with your current employer, and the company you are interviewing with will also appreciate that you honor your commitments.

• Unexpected car troubles. No one can plan for a flat tire or dead battery. If this happens, you should call the hiring manager to alert them that there is an issue. You do not need to cancel at this point and should try and see if you can make other arrangements to get to your interview on time.

  If you find that you cannot, call the hiring manager back as soon as possible to let them you will need to reschedule. By letting the employer know beforehand that there could be a potential issue, they will be more understanding that you need to set up a new time to interview.

• A competing interview. If you have been applying to multiple positions, you may hear back from a different recruiter regarding another job. If the scheduling conflicts and you feel the other opportunity is worth accommodating, ask to reschedule with the hiring manager.

  While you do not want to be abrasive in stating that you have a better job prospect, you should be honest if the recruiter asks for a reason why. It speaks well to your character by being honest and simply letting the interviewer know that you want to be able to accommodate both opportunities as you continue your job search.

Rescheduling a job interview FAQ

1. Is rescheduling a job interview unprofessional?

   While rescheduling an already agreed-upon meeting isn’t great, it’s not automatically unprofessional. There are plenty of good and understandable reasons for needing to reschedule. And then there are some not-so-great reasons for canceling a professional appointment, like any activity that’s pure entertainment.

   Above all, giving ample notice and drafting an appropriate email is how your professionalism will be judged in this scenario. And as long as you show up on time and make a good impression at your rescheduled interview, the whole matter is likely to be entirely forgotten.

2. What do you do about your job interview if you are sick?

   If you are sick before your interview, focus on how to communicate to the hiring manager that you will no longer be able to make it in. Give them a call and let them know that due to illness, you need to reschedule the interview.

   Don’t consider attending the interview if you’re exhibiting symptoms such as a fever, runny nose, shortness of breath, or cough. This puts the interviewer and the entire organization at risk, and they may ultimately cancel the interview upon your arrival.

   You should try to relax and not stress yourself out. No one can plan an illness, and the situation is out of your control.

3. How do you apologize for rescheduling an interview?

   When apologizing for rescheduling an interview you can say something like “I apologize for any inconvenience that this may have caused you.” When apologizing for rescheduling an interview, you want to sound sincere and that you are still interested in the interview.

   The interviewer knows that sometimes life can happen and things come up, but as long as you contact them promptly and apologize, they will likely reschedule.

4. How do you politely reschedule an interview?

   You politely reschedule an interview by giving as much notice as possible, explaining why you need to reschedule, and apologizing. Usually, this is best done in an email.

   Make sure you include some times you are available for the interview and then are flexible with whatever is best for the hiring manager’s schedule. This will help them see that it was a one-off situation and that you aren’t just flaky.

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.