Are you in the midst of the hiring process and need to reschedule an upcoming interview? Crafting a professional and courteous email to communicate this change is crucial in maintaining a positive impression with potential candidates. By providing clear and timely communication, you can ensure a smooth transition and demonstrate respect for the candidate’s time and scheduling needs. Below is a sample email template that you can customize to suit your specific situation when rescheduling an interview.
Best Structure for Rescheduling an Interview Email Sample
Rescheduling an interview can be a tricky task, but with the right structure in place, you can ensure that the process goes smoothly and professionally. Here is a suggested structure for an email to reschedule an interview:
- Greeting: Start the email by addressing the recipient(s) in a polite manner.
- Apology: Begin by apologizing for the inconvenience caused by the need to reschedule the interview.
- Reason for rescheduling: Provide a brief explanation for why the interview needs to be rescheduled. Be honest and to the point.
- Proposed new date and time: Offer a few alternative dates and times for the rescheduled interview. Make sure to consider the availability of the interviewee.
- Contact information: Include your contact information in case the recipient needs to discuss further details or suggest other options.
- Closing: Politely thank the recipient for their understanding and cooperation. Sign off with your name and job title.
Below is an example of how you can structure the email:
| Subject: Rescheduling of Interview for [Job Position] |
| Greetings, |
| I hope this email finds you well. I am writing to inform you that unfortunately, we need to reschedule the interview for the [Job Position] that was scheduled for [Original Date and Time]. |
| We apologize for any inconvenience this may cause. The reason for rescheduling is [Brief Explanation for Rescheduling]. |
| We would like to offer the following alternative dates and times for the interview: |
| 1. [Date and Time] |
| 2. [Date and Time] |
| Please let us know if any of these options work for you, or if you would like to suggest an alternative time that suits you better. Feel free to contact us at [Your Contact Information] to discuss further details. |
| Thank you for your understanding and cooperation. We look forward to rescheduling the interview at your earliest convenience. |
| Best regards, |
| [Your Name] |
| [Your Job Title] |
Rescheduling an Interview Emails
Emergency Medical Appointment
Dear [Candidate],
I hope this email finds you well. Unfortunately, I need to reschedule our interview due to an emergency medical appointment that has unexpectedly come up. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet next week on [new date]? Please let me know if this works for you.
Thank you and looking forward to meeting you soon.
Best regards,
[Your Name]
Unforeseen Business Trip
Dear [Candidate],
I trust this email reaches you in good health. I regret to inform you that I have to reschedule our interview due to an unforeseen business trip that requires my immediate attention. I apologize for any inconvenience this may cause and appreciate your flexibility. Would you be available to meet the following week on [new date]? Please let me know your availability.
Thank you for your understanding and cooperation.
Warm regards,
[Your Name]
Power Outage
Dear [Candidate],
I hope you are doing well. Unfortunately, we need to reschedule our interview due to a power outage that has disrupted our office operations. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet next week on [new date]? Please let me know if this works for you.
Thank you for your flexibility and patience.
Sincerely,
[Your Name]
Family Emergency
Dear [Candidate],
I trust you are well. I regret to inform you that I need to reschedule our interview due to a family emergency that requires my immediate attention. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet the following week on [new date]? Please let me know your availability.
Thank you for your understanding during this difficult time.
Best regards,
[Your Name]
Technical Difficulties
Dear [Candidate],
I hope this message finds you in good health. I regret to inform you that we need to reschedule our interview due to unforeseen technical difficulties that have arisen. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet next week on [new date]? Please let me know if this works for you.
Thank you for your patience and cooperation.
Warm regards,
[Your Name]
Severe Weather Conditions
Dear [Candidate],
I hope you are safe and sound. Unfortunately, we need to reschedule our interview due to severe weather conditions that have impacted our office operations. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet next week on [new date]? Please let me know if this works for you.
Thank you for your understanding and flexibility.
Sincerely,
[Your Name]
Staffing Shortage
Dear [Candidate],
I trust you are well. I regret to inform you that we need to reschedule our interview due to a staffing shortage that has affected our scheduling. I apologize for any inconvenience this may cause and appreciate your understanding. Would you be available to meet the following week on [new date]? Please let me know your availability.
Thank you for your understanding and flexibility during this time.
Best regards,
[Your Name]
How to politely reschedule a job interview via email?
When you need to reschedule a job interview, it is important to do so in a professional and respectful manner. Start by expressing your appreciation for the opportunity to interview and apologize for any inconvenience rescheduling may cause. Be clear about the reason for needing to change the date and suggest a few alternative dates and times that work for you. Make sure to confirm your flexibility and availability to accommodate the interviewer’s schedule. Finally, thank them for their understanding and flexibility.
What to include in a rescheduling an interview email?
When crafting a rescheduling an interview email, be sure to include a subject line that clearly indicates the purpose of the email. Start with a polite greeting and express your gratitude for the opportunity to interview. Apologize for any inconvenience rescheduling may cause and provide a brief explanation for the change in plans. Suggest a few alternative dates and times for the interview and express your flexibility in accommodating the interviewer’s schedule. Close the email by thanking them for their understanding and consideration.
How to handle rescheduling an interview due to unforeseen circumstances?
When unforeseen circumstances arise that require you to reschedule an interview, it is important to communicate with the interviewer as soon as possible. Start by expressing your apologies for any inconvenience caused and explain the situation briefly. Offer to provide any necessary documentation or proof to support your circumstances. Suggest a few alternative dates and times for the interview, making sure to emphasize your flexibility in accommodating the interviewer’s schedule. Close the email by expressing your gratitude for their understanding and flexibility.
Thanks for stopping by!
I hope this sample email helps you in rescheduling your interview with ease. Remember, it’s important to be professional and considerate when communicating any changes in your availability. If you found this article useful, feel free to visit again for more helpful tips and resources. Good luck with your interview!