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Helpful advice on maintaining professionalism when you must delay your interview
Sometimes life throws unexpected challenges your way, and you may find that you need to reschedule your interview. You might feel hesitant about requesting a change, but employers typically appreciate your professionalism and are more than willing to accommodate your needs. Keep reading for tips on valid reasons to reschedule and how to communicate your request effectively.
Important Information to Consider
- Reach out to the interviewer as soon as you know you need to reschedule. Be honest and clear about the reason, whether it's due to illness, a family emergency, or conflicting work commitments.
- Offer alternative dates and times for the interview. Express your eagerness to meet by letting them know you look forward to the conversation.
- Apologize for any inconvenience caused by the short notice and thank them for their understanding in advance.
Steps to Follow
How to Reschedule Your Interview
Contact the interviewer as soon as possible. As soon as you realize you can't make it to your interview, get in touch with the hiring manager or recruiter who arranged it. If it’s last-minute, a phone call is best if you have their number. Even with only a few hours left before the scheduled time, it’s still acceptable to send an email requesting a new slot.
- Notifying them promptly shows respect for their time and provides them with as much notice as you can offer.
Clearly explain why you need to reschedule. In just a sentence or two, let the interviewer know why you need to change the interview time. You might mention being unwell, dealing with a family emergency, or encountering travel problems. Share as much detail as you're comfortable with.
- “I’m feeling really sick this morning, and I’m afraid I need to reschedule our interview today.”
- “I apologize, but I need to move our interview this afternoon. My child had an emergency at school, and I need to be there.”
- “My car broke down on the way to the interview, and I won’t be able to make it.”
- It’s important to only reschedule for legitimate reasons. Don’t do it just because you’d rather attend a social event. If your potential employer finds out, it can seem unprofessional.
- If you’re not feeling fully prepared, try to stick with the original timing. Take a moment to prepare as best you can before the interview.
Reaffirm your interest in the position. Let the interviewer know that you’re still excited about the role so they don’t think you’re rescheduling due to a lack of interest. Express your enthusiasm about meeting with the team and discussing the opportunity.
- “I was really looking forward to speaking with you today and learning more about the role. I’d love to find another time.”
- “I’m really excited about the chance to discuss this position and wouldn’t miss it unless it were an emergency.”
- Let the interviewer know that you don’t take rescheduling lightly and that you wouldn’t be asking unless absolutely necessary. Hiring managers are generally understanding when things come up unexpectedly.
Offer alternative times for rescheduling. Take a look at your calendar and suggest a few possible days and times in the near future. Offering multiple options demonstrates that you are willing to accommodate the interviewer's schedule.
- “I have availability tomorrow at 11 AM or 2 PM. If those don’t work, I’m free after 3 PM.”
- “Could we reschedule for Monday at 10:30 AM or Tuesday at noon? Those are the next available times for me.”
Express regret for the inconvenience. Let the interviewer know that you feel bad for needing to reschedule. By expressing your apologies, the hiring manager will recognize that you are considerate and professional in your approach.
- “I’m truly sorry for needing to push this interview back.”
- “Apologies again for the change in plans, but I’m still really looking forward to meeting you!”
Show appreciation for the interviewer’s understanding. Acknowledge that you value the interviewer’s time and patience. They’ll recognize that life happens, but thanking them shows that you are respectful and considerate.
- “Thank you for your understanding. I hope we can find a time that works for both of us.”
- “I appreciate your flexibility in allowing me to reschedule. I’m looking forward to meeting you soon.”
Be flexible if the interviewer proposes alternative times. If the interviewer suggests new time slots, review your availability and propose the soonest possible dates that work for you. Opt for times that are close to your original interview to show your enthusiasm for the role and your eagerness to proceed with the conversation.
Sample Rescheduling Email
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Dear [interviewer's name],
I’m excited to meet with you and learn more about [the position] at [the company]. Unfortunately, due to [reason for rescheduling], I won’t be able to attend the interview we scheduled for [the date and time].
However, I’m still very interested in the opportunity and would love to find another time to meet. I’m available on [new dates and times] if those work for you.
My apologies again for the change, and thank you so much for this opportunity. I look forward to hearing from you soon.
Sincerely,
[Your name]
Example Email for Rescheduling an Interview
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Dear Mr. Smith,
I was really looking forward to our meeting to discuss the copywriter position at ABC Industries. Unfortunately, I woke up feeling quite ill this morning, so I won’t be able to attend the interview we had scheduled for today, June 5th at 3 PM.
However, I’m still eager to meet with you and discuss the role, so are there any other times that might work for rescheduling? I anticipate needing a day to recover and would be available on June 6th between 11 AM and 2 PM, or I’m free all day on Fridays and Mondays if that’s more convenient for you.
My sincere apologies for the inconvenience, and thank you so much for your understanding. I’m looking forward to hearing back from you soon.
Sincerely,
Susie Spelman -
Dear Ms. Daniels,
I’m really excited to meet you and learn more about the computer programmer role at Google. However, a last-minute meeting at my current job overlaps with our interview time on Friday, June 8th at 1 PM, and I won’t be able to miss it.
I’m still very interested in the position and would love to meet the team. Could we possibly reschedule to another time? I’m available weekdays between 12 PM and 2 PM, if that’s convenient for you.
Apologies again for the change, and thank you so much for your flexibility. I hope to hear from you soon.
Sincerely,
Greg Stevens
Valid Reasons for Rescheduling an Interview
Illness If you’re feeling unwell, it’s best to stay home rather than risk spreading any germs. If you just have a mild cold, you might still attend, but if you're contagious, it's better to postpone until you’re fully recovered.
Family Emergency Interviewers will understand if you need to reschedule due to a personal or family emergency. Whether it’s a sick child, a family member in need, or the unfortunate passing of a loved one, it’s perfectly acceptable to request a new interview time.
Work Commitments If your interview coincides with other professional responsibilities, such as a critical meeting or an unexpected business trip, it may be difficult to attend. Most interviewers will understand that your current job requires your attention and will likely accommodate a new interview time.
- The interviewer may even appreciate your commitment to your work, which could leave a positive impression on them.
Transportation Issues Whether it's a delayed bus or your car breaking down en route to the interview, unexpected transportation failures can make it impossible to reach your interview on time. If this happens, it’s perfectly acceptable to reschedule the interview at the last minute.
Extreme Weather When facing dangerous weather conditions like thunderstorms, floods, or snowstorms, it’s unsafe to travel for an interview. Keep an eye on weather reports and reschedule the interview when conditions are safe again.
Important Considerations
- Try not to make rescheduling a habit. While rescheduling once or twice is understandable, doing it multiple times can create the impression that you are unreliable or uninterested in the position.
