Free template · Outreach & Email

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.

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.

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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How to use this template

  1. 1 Identify who needs the change - your interviewer's calendar or the candidate's - since that determines which draft below to start from.
  2. 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. 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. 4 Restate the format, interviewer, and duration in the new message so nothing else about the interview is left in doubt.
  5. 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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