Job hunting involves extensive time commitments. Nevermind just applying to jobs, you must also schedule interviews, attend job fairs, and answer hiring manager correspondence.
That’s why it’s totally reasonable to adjust an interview time. But doing so can put your chance of receiving a job offer at risk, so learn how to reschedule an interview positively and professionally to mitigate this consequence.
Is it bad to reschedule an interview?
It’s okay to reschedule an interview — if you have a valid reason and (if possible) offer a decent amount of notice. Hiring managers and recruiters sometimes have to reschedule them, too. They understand that life is hectic and things come up.
Although asking to reschedule an interview is the best way to preserve this opportunity, it does come with a risk. Even if your qualifications are impressive, the hiring manager may decide to move forward with other candidates and withdraw your application if you request to reschedule.
This is often simply because they’ve found someone else before your rescheduled meeting. According to a 2023 Zippia survey, approximately 118 people apply to a given corporate job, and about 24 advance to the first interview. Hiring professionals typically interview everyone they’ve offered a chat with, even if you reschedule.
But when trying to fill a vacancy quickly, they may choose someone before they get to your rescheduled date and cancel your call.
The importance of rescheduling an interview professionally
Rescheduling an interview professionally is paramount to making a positive impression on the hiring team and increasing the chance they still want to interview you. To do this, you’ll want to send a well-written, concise, and thoughtful message as soon as you can to give them enough notice.
Communicating your reasoning and needs respectfully to your potential employer also shows admirable employee strengths, like effective communication and self-advocacy. And doing so as soon as possible shows that you care about their time.
3 valid reasons for rescheduling an interview
It’s normal to feel overwhelmed when a scheduling conflict interferes with your interview time, but hiring managers are people, too. They know that things come up, and there are plenty of good reasons to reschedule an interview. Here are three of the most common ones.
1. Illness
Being sick can negatively affect your work performance and mental clarity. And just as you’d call into work sick for lacking energy and focus, it’s best to reschedule an interview for when you’re feeling better.
If the interview is in person, the recruiter will appreciate your consideration, as bringing illness to the office could impact their workplace. And even if the discussion is supposed to be over a video or phone call, you’ll want to look and sound presentable and ensure your mind is at its sharpest to answer questions effectively.
2. Transportation issues
Transportation issues — be it car trouble or a ferry cancellation — are frustrating because they’re out of your control. But they’re also relatable, making it likely your audience will sympathize with your issue.
Before sending a rescheduling request, explore alternate ways of arriving at your interview on time. If there’s no other viable option, try to get a hold of the recruiter as soon as possible to propose a new date or ask if they’d accept a phone interview instead.
3. Family emergency
Dealing with an emergency scenario for a family member is never easy. But it’s a universal experience everyone encounters at one point or another. While communicating a complex and emotional situation can be challenging, most recruiters will treat your case compassionately.
Whether you’re handling a sick child or an injured loved one, how your interviewer responds offers insights into the company culture. An empathetic and understanding response is a great sign.
3 reasons not to reschedule an interview
Interview rescheduling should only happen when it’s unavoidable. Non-legitimate reasons can make you seem unreliable and unprofessional to prospective employers and show that you don’t value the opportunity.
Here are three less valid reasons for rescheduling an interview.
1. You feel unprepared
Feeling unprepared is normal. And because interviews are nerve-wracking, with questions you might not expect, it’s nearly impossible to perfectly prepare. But this isn’t a good excuse to push an interview. Instead, take deep breaths, review your notes, and if you truly haven’t prepared well enough, you can do more research and practice next time to learn from this mistake.
2. You forgot about the interview
If you forget the time of your interview, it’s unlikely you’ll receive a second chance. It’s important to confirm the date and time with the recruiter and set alarms to ensure you don’t miss this opportunity. You should also verify the interviewer's time zone for remote calls to guarantee you arrive on schedule.
3. You're double-booked with a non-professional event
Choosing an activity over an interview is rarely a good reason to reschedule, even if your favorite band is in town or friends are visiting. If you arrive at a crossroads between a job interview and a fun activity, it could be a sign you don’t want the job as much as you thought or you’re self-sabotaging a great opportunity.
That said, some important events might be very valid reasons to reschedule, like caregiving responsibilities or an unexpected funeral.
How to reschedule a job interview: 6 steps
Although you may be tempted to send a rushed email to the recruiter, it’s important to take your time and be thoughtful about your message’s contents. Here’s a step-by-step process on how to ask to reschedule an interview without burning any bridges.
1. Contact the interviewer right away
No one likes a last-minute cancellation. Whether the interview is next week or tomorrow, let them know as soon as you can. Proper notice also increases the chance they have enough time to propose alternate dates and decreases the likelihood that they’ll find someone else.
Just make sure you also take a little time to draft a thoughtful and professional email.
2. Reaffirm your interest in the position
If you’re excited about the job opportunity, express that to the hiring manager in your email. Interviewers want to feel like you value their time and candidates who are enthusiastic about the position they’re applying for. And showing your interest and excitement for the role ensures they don’t interpret your rescheduling request as a sign of disinterest.
3. Provide a concise reason
The less content the reader can misinterpret, the better, so offer a clear and concise reason for rescheduling. You want the takeaway to be that while you can’t wait to interview for the position, something has come up that means you must reschedule.
4. Suggest alternate times and dates
To speed up the process and show your interest, provide several alternative dates and times. If you use a professional meeting calendar system like Calendly, you might even let them know that they can grab a meeting spot with you that way to make rescheduling even easier.
5. Apologize and thank them for the opportunity
Apologizing to the recruiter for being unable to attend the scheduled interview shows your consideration for their time and effort. Even if the scheduling conflict is unavoidable and urgent, expressing regret demonstrates your thoughtful nature and professionalism.
Recruiters want employees who’ll positively contribute to the work environment. Signing off by thanking them for the opportunity is an excellent way to show your gratitude and interest in the role.
6. Proofread carefully
All correspondence you send your potential employer shapes how they see you as a candidate. Removing spelling and grammatical errors reflects your detail-oriented communication skills and that you cared enough to send them something polished.
2 interview scheduling email examples
Like any professional email correspondence, you want your message to be clear and well-received. How you request an alternate date provides your potential employer with a preview of what you’re like to work with, so it deserves your full attention.
Here are two examples to guide you in creating an interview reschedule email.
1. Simple interview rescheduling template
Dear [interviewer’s name],
Thank you for giving me the opportunity to meet with you and discuss the [position’s name] at [company’s name]. Due to [reason for rescheduling], I can no longer attend our scheduled interview.
Would it be possible to reschedule the interview? I’m available [date and time], [date and time], and [date and time]. I’m also happy to discuss other dates that are more convenient for you.
I want to express my interest and excitement about the position and apologize for any inconvenience this may have caused.
Sincerely,
[your name]
2. Family emergency rescheduling template
Dear [interviewer’s name],
I’m very much looking forward to interviewing for the [position's name] role at [company’s name]. Unfortunately, I can’t attend our interview today, as my child is ill and I must bring them to the hospital.
Can we reschedule our interview for later this week? I’m also available [date and time] and [date and time] and am happy to discuss alternate times that work best for you.
I want to extend my apologies for any inconvenience this may have caused, and I hope we can meet soon.
Kind regards,
[your name]
Notice how the start of the email sends a salutation to your recipient and sets the tone, while the closing lines help you leave a lasting impression.
If you don’t hear from the recruiter within a week, send a follow-up email. And if they don’t reply, don’t worry — your job search will eventually lead you to another great opportunity.
Make the most of your rescheduling message
Unexpected scheduling conflicts arise for everyone. Knowing how to reschedule an interview professionally is the best way to preserve your opportunity and show the interviewer respect for their time.
Remember to send your message as soon as possible, express your interest in the role, provide alternate dates, and apologize for the inconvenience. And, as with any other professional correspondence, this is your chance to show the hiring manager your communication style, so take your time and proofread.
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