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Interview Rescheduling Email Template

An interview rescheduling email moves an already-booked interview to a new time when either side needs to change it. Use it the moment a conflict comes up: name the original slot, apologise where it is on you, offer alternative times, and ask the candidate to confirm which works before you send a new calendar hold.

Last updated

Reschedules happen on both sides - an interviewer's calendar collapses, or a candidate has a conflict of their own. How you handle it matters almost as much as the interview itself, since a clumsy reschedule reads as disorganized before the candidate has even met your team. The three versions below cover who caused the change and how much notice you have.

01 Copy & adapt — replace every [placeholder]

Employer-initiated reschedule

Subject: We need to move your [JOB TITLE] interview - a few new times

Hi [CANDIDATE FIRST NAME],

I am sorry for the short notice, but [INTERVIEWER NAME] is no longer able to make your interview on [ORIGINAL DATE AND TIME] due to [BRIEF, HONEST REASON].

I would like to find a time that still works for you this week. Could you do any of these: [OPTION 1], [OPTION 2], or [OPTION 3]?

Everything else about the interview stays the same: [FORMAT], with [INTERVIEWER NAME(S)], about [DURATION].

Reply with whichever slot suits you and I will send an updated calendar hold right away.

Thanks for your patience, [YOUR NAME]

Candidate-requested reschedule

Subject: Re: Moving your [JOB TITLE] interview

Hi [CANDIDATE FIRST NAME],

No problem at all - thanks for letting me know your original slot on [ORIGINAL DATE AND TIME] will not work.

Here is [INTERVIEWER NAME]'s availability this week: [OPTION 1], [OPTION 2], [OPTION 3]. Let me know which one works, or suggest a window and I will check.

Once we agree on a time, I will send a fresh calendar invite with the [VIDEO LINK / LOCATION] so nothing gets lost in the shuffle.

See you then, [YOUR NAME]

Same-day cancellation

Subject: Sorry - we have to reschedule today's interview

Hi [CANDIDATE FIRST NAME],

I am really sorry for the short notice, but we have to cancel today's [TIME] interview because [BRIEF REASON, e.g. INTERVIEWER ILLNESS / URGENT CONFLICT].

I know this is frustrating after you set the time aside, and I apologise for the inconvenience.

Could [OPTION 1] or [OPTION 2] work as a replacement time? If neither fits, tell me your availability and I will build the interview around it.

Thank you for your understanding, [YOUR NAME]

Confirming the new time

Subject: Confirmed - your new [JOB TITLE] interview time

Hi [CANDIDATE FIRST NAME],

Just confirming your rescheduled interview: [NEW DATE, TIME, TIME ZONE], [FORMAT], with [INTERVIEWER NAME(S)].

A fresh calendar hold is on its way with the [VIDEO LINK / ADDRESS]. Reply here if anything changes on your end before then.

Looking forward to it, [YOUR NAME]

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02 In practice

How to use this template

  1. Identify who needs the change - your interviewer's calendar or the candidate's - since that determines which draft below to start from.
  2. Reach out as soon as you know about the conflict; do not wait until close to the original slot to say something has moved.
  3. Offer at least two or three concrete alternative times rather than asking an open question - it is faster for the candidate to pick one than to propose their own.
  4. Restate the format, interviewer, and duration in the new message so nothing else about the interview is left in doubt.
  5. Send an updated calendar hold the moment the candidate confirms which time works, so neither of you is relying on the email alone.

Tips

Lead with the apology on employer-initiated moves, but keep it brief - one honest sentence, not a long justification. When the candidate asks to move the interview, respond as if it is completely routine; a change of plans this early is normal, not a red flag. For a same-day cancellation, call or message on the fastest channel you have, then follow up in writing with the new options. Cancel and reissue the calendar hold rather than editing the old one silently - candidates notice a stale invite that no longer matches the email. If interviewer availability is genuinely tight, say so and give a date by which you will follow up, instead of leaving the candidate without any timeline.

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FAQ

Interview Rescheduling Email Template — FAQs

How much notice should I give for an interview reschedule?
As much as you possibly can. If you know a slot will not work, tell the candidate the moment you find out rather than waiting to see if it resolves itself. Even same-day notice, given quickly and paired with real alternative times, is far better than silence.
Is it okay if a candidate asks to reschedule?
Yes, and it should not affect how you view them. People have existing jobs, appointments, and family commitments, and a reasonable request to move a slot is routine. Respond quickly with a few alternative times so the process keeps moving.
Should I explain why the interview is being moved?
A short, honest reason is enough - you do not need to over-explain an internal scheduling conflict. What matters more to the candidate is that you apologise where appropriate and give them clear options for a new time.
How many alternative times should I offer?
Two or three concrete options usually work best. It gives the candidate a real choice without turning the exchange into a long back-and-forth, and it is quicker for them to pick a slot than to propose their own from scratch.
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