How to Reschedule an Interview (with Email Samples and Phone Scripts)
You worked so, so hard to put together the perfect application, and now you can’t make it to the interview. Maybe you have a family emergency. Maybe your bike got a flat tire. Whatever the case, life sometimes throws you a curve ball, and now you have to postpone that long-awaited interview. It happens to everyone, so don’t worry. We’re here to walk you through how to reschedule an interview, with sample emails and phone scripts.
When to reschedule an interview
If you can’t make the interview due to unforeseen circumstances, chances are you want to reschedule it. While this isn’t ideal, it’s totally okay, as long as you handle everything professionally. Your goal: reschedule the interview without coming across as irresponsible or impolite.
Here are some solid reasons to reschedule an interview. You:
- Have a family emergency.
- Are sick or injured.
- Have a school or work commitment that you can’t reschedule.
- Experiencing car trouble.
- Have decided you never want to work for this company.
- Got and accepted a better job or internship offer.
And here are some bad reasons to reschedule. You:
- Overslept.
- Drank too much last night.
- Aren’t in the mood.
- Would rather play videogames or have coffee with a friend.
How to reschedule an interview
Now that you know what’s considered an acceptable excuse, here are a few rules for rescheduling.
- Let the interviewer know ASAP. The more lead time you give them, the more forgiving they’ll be.
- Be excited and be sorry. Make sure they know how much you want this job or internship and how sorry you are about needing to postpone the interview. Don’t give them any reason to think this was a last-minute decision.
- Give a reason. The company needs to know that you have a good reason for rescheduling or they’ll doubt your commitment as a candidate.
- Keep your schedule flexible. Given that you’re the one changing up the schedule, be very open to accommodating the interviewer’s calendar when you reschedule. You want to make it easy for them.
Got it? Here are email and phone example templates for how to reschedule, based on the tips above.
Sample email template for rescheduling an interview
Dear [Interviewer or Hiring Manager Name], I hope you’re doing well. I’m writing because I’m hoping we can reschedule my upcoming interview for the [title] role at [time] on [date]. Unfortunately, [insert brief and valid reason for canceling, without going into too much detail.] I truly apologize for any inconvenience. Please let me know what time and date works best for your schedule. [List any times or dates that you aren’t available to reschedule.] Thank you so much for your time and understanding! I very much look forward to meeting you. All the best, [Name]
If you’ve been talking with the interviewer or hiring manager on the phone, rather than via email, it may be more appropriate to dial them up.
Sample phone script for rescheduling an interview
Hello, [name]. I hope you’re doing well. I’m calling because I’m hoping to reschedule my upcoming interview for the [title] role at [time] on [date]. Unfortunately, [insert brief and valid reason for canceling, without going into too much detail.] I’m so disappointed and so sorry for any inconvenience. Next week is wide open for me. Are there any days or times that work with your schedule? Thank you so much! I very much look forward to talking with you next week. Have a great evening!
Offering Solutions When Rescheduling Interviews
When the unexpected happens, and you find yourself unable to attend an interview in person, it’s not just about informing the interviewer of your situation. It’s about showcasing your adaptability and sincere commitment to the role. By suggesting alternative solutions, you can leave a positive impression even amidst unforeseen circumstances.
Propose a Virtual Interview
With advancements in technology, many companies are now open to virtual interviews. Platforms like Zoom, Microsoft Teams, and Skype have made it easier than ever to connect remotely. If you’re unable to attend in person due to a legitimate reason, consider suggesting a virtual interview:
Example: “I understand the importance of this interview, and while I’m unable to be there in person, I’m fully prepared and excited to participate in a virtual interview if that would be suitable for you.”
Suggest an Alternative Location
If the company’s office is unreachable due to transportation issues, but you can make it to another location, offer a halfway meeting point or a quiet café or co-working space. It shows flexibility and a willingness to compromise:
Example: “I’m experiencing some car troubles and might not be able to reach your office. However, I’m close to [specific location]. If convenient for you, I’d be more than happy to meet there.”
Extend Your Availability
While it’s essential to suggest alternative dates and times, also emphasize your willingness to accommodate the interviewer’s schedule:
Example: “I’m eager to ensure this interview takes place. Please let me know a time that’s convenient for you, and I’ll make it work on my end.”
Offer to Share Additional Materials
Sometimes, the initial interview is about getting to know you and reviewing your portfolio or work samples. If you need to reschedule, offer to share relevant materials in advance:
Example: “In the meantime, I’d like to share my portfolio (or specific project) with you for your review. I hope this provides a deeper insight into my skills and experience.”
Situations arise, and plans change. While it’s crucial to convey the genuine reason for your unavailability, offering solutions showcases your enthusiasm for the position and your proactive approach. It might just turn an unfortunate situation into a demonstration of your professionalism and dedication.
In the grand tapestry of your career, these moments — how you navigated them, how you communicated, and how you offered solutions — will stand out. Always bear in mind that every challenge faced with a positive attitude is a stepping stone towards growth and success.
