How to Reschedule an Interview
We all understand the importance of in-person interviews, but occasionally circumstances force you to reschedule even the most critical job interview. When this unexpected problem arises and you need to adjust your interview plans, knowing how to reschedule an interview will help you avoid jeopardizing your chances of getting hired. When you realize you’ll need to postpone, make contact with the appropriate persons and inform them as soon as feasible. You’ll appear more prepared and on top of things if you can reschedule your interview as soon as possible.
When do you reschedule an interview?
The best time to reschedule an interview is as soon as possible if you know you won’t be able to make the original day and time. If at all possible, avoid canceling on short notice, such as the day before or the day of your appointment. Both options provide an unfavorable message. Getting in touch with the person in charge of hiring as soon as possible will give you the best chance to sell yourself during the interview.
Those in charge of recruiting and scheduling interviews will almost certainly have to go through a large number of resumes in order to choose and schedule suitable prospects for interviews. As a result, several candidate interviews are likely to be on their calendar. Contact the employer as soon as possible to maximize your chances of getting rescheduled.
So is Rescheduling an Interview Unprofessional?
While rescheduling an interview isn’t ideal, depending on your position, it isn’t inherently unprofessional. But when your excuses are unreasonable like you woke up late, got drunk the night before, got offered a free trip, and decided to go instead, will certainly not work.
However, if you need to take a rain check for a legitimate cause and follow some basic etiquette guidelines, Your manager can be understanding and won’t hold it against you.
Rescheduling an interview for a variety of reasons:
When rescheduling an interview, the most important thing to remember is that you must have a valid reason for changing the scheduled time. A recruiting manager will most likely be understanding of your desire to reschedule if you have a valid reason. Some of the most typical reasons for wanting to reschedule an interview are listed below.
- A family emergency has arisen.
Dealing with a family member’s emergency situation is another universally human event that most recruiting managers will approach with sympathy and empathy. Nursing a sick child, ministering to an injured family member, or grieving the loss of a loved one are all common family emergencies.
- You’ve become ill.
When you’re sick, there’s a danger you’ll pass it on to those you come into touch with. Staying at home while unwell can help your employees by preventing the spread of illness, and skipping an interview when sick is also considerate and appreciated. After you’ve recovered and are no longer contagious, the recruiting manager will most likely be pleased to work with you to establish a new time and date.
- You’re having problems with your vehicle
If you have a problem with your car that is out of your control, your potential employer will most likely understand. If you’re having automotive issues, your first priority should be to find a new way to get to your interview on time. If this isn’t possible, however, make contact with your interviewer as soon as possible to inform them.
- Alternatives have emerged
You may need to reschedule or cancel an interview if a better opportunity occurs. In this situation, tact is crucial while sending a message to reschedule. If the recruiting professional asks for more information, it’s essential to be as forthcoming as possible. This is especially crucial if the jobs are in the same field, as recruiting managers or interviewees from different organizations may be familiar with one another. Respecting one party demonstrates your professionalism to the other, and it can help you keep your job prospects at either organization.
- Your working hours have changed
If you are already employed and your schedule suddenly changes during your job hunt, it is usually in your best interest to reschedule your interview at a time that your present work allows. It’s possible that rescheduling for this type of situation will be beneficial to you. Respecting your current employment can demonstrate to a potential employer that you will appreciate their work as well. Ditching your current employment speaks volumes to the employer about your attitude and that they should also expect such from you if a better offer comes up.
How do you reschedule an interview?
You should send an email or call as soon as you realize you won’t be able to make the arranged interview time, depending on how you’ve been communicating previously. If you’ve been exchanging emails but haven’t yet spoken on the phone, an email is a good option. However, if you’ve been conversing on the phone about the job and setting up an interview, you should call to confirm that you’re serious.
- Please contact them as soon as possible.
The sooner you contact the recruiting manager, the less of a bother you will be to them. As soon as you’re positive you won’t be able to make it to the interview, contact them.
- Show your excitement
Make it apparent to the recruiting manager that you are enthusiastic about the position and would attend the interview if it were possible. This demonstrates that you are excited and eager about your decision to reschedule.
- Provide an explanation as soon as possible.
You have the right to privacy, but a hiring manager has the right to question if your interview being rescheduled was an accident or a warning flag. Given this, it might be in your best interests to describe the matter briefly and honestly. Hiring managers, as previously stated, are genuine people who will most likely understand. Just be sure your reasons are valid enough to warrant a rescheduling.
A succinct message will save time for your reader and allow them to begin looking for a substitute time sooner. Begin by swiftly and succinctly expressing why you need to reschedule your interview. Don’t be vague about your answers because it will only raise suspicion.
- Make a suggestion for a different time.
If you’re able, provide a range of times when you will be available to be interviewed. This makes it simple for the recruiting manager to locate an open time on their calendar and schedule you for it. It will also enable you to work with them to locate a new meeting time. Note that, you must make your choice of time a suggestion, you shouldn’t come off like you are instructing them. Let them understand that you are willing to make adjustments even though you would prefer the time you suggested. The recruiting manager may go further to ask why you would prefer the time you suggested, and if you have a good reason, speak up, he might just consider it. We are all humans after all.
- Make sure to apologize for the inconvenience
“Please accept my apologies for the inconvenience”.
There’s a popular belief that apologizing inevitably puts you in the wrong and should thus be avoided. We like to think that if an interviewer is courteous enough to set an appointment with you and then reschedule that appointment, an apology is just polite. Even if you have no control over the circumstances of your rescheduling, apologizing will make you appear more polite.
Apologize for being unable to meet at the scheduled time to show your respect for your interviewer. When sending a reschedule message, courtesy is essential.
- Appreciate them for the opportunity
Thank you for giving me this opportunity.
Despite the fact that you were unable to attend your scheduled interview, you should express gratitude to the hiring manager for the chance. You’ll have a better chance of getting another interview if you provide this final note of respect.
- Proofread thoroughly.
Make sure there are no typographical or grammatical issues when submitting your rescheduling request in writing. Even though the email is not a required part of the application, it demonstrates your professionalism and attention to detail. Before sending it to your interviewer, reread it at least twice to spot any errors.
This is a guide for writing your reschedule email:
Dear [hiring manager’s name]
Thank you for giving me the opportunity to meet with you and learn more about at [business]. However, I will be unable to attend the interview we had scheduled for [day and time] due to [reason for postponing].
Is it possible for us to reschedule our meeting? [new date] I’m available. I’d also be willing to discuss alternative dates that may be more convenient for you. I’d want to express my genuine interest in this position once more, and I apologize for any bother this has caused. I’ll be waiting for your response.
[Closing]
[Signature]”
Example of what a rescheduling email looks like:
Dear Douglas,
I’m looking forward to meeting with Summers’ Restaurant for an interview for the role of assistant chief chef. Unfortunately, owing to sickness, I will not be able to attend the interview we have arranged for April 16th at 8 a.m. I came down with a cold, and my doctor has given me a treatment plan and expects that l will be fully recovered in a few days, so I may reschedule the interview for any morning next week.
Please accept my sincere apologies for any inconvenience this modification has caused. I’m still ecstatic about the prospect of collaborating with your firm, and I hope we can meet soon.
Phone Call Script
Hello, [name of employer/interviewer],
I wanted to give you a call to talk about our forthcoming interview for the position at [interview location], which we had scheduled for [day and Ttme]. I’m afraid I’ll have to reschedule.
[Short explanation of why you’re rescheduling, such as you couldn’t obtain the day off after all or you had a family emergency that you couldn’t avoid but don’t expend too much time telling stories.]
Is it possible for us to reschedule for [new day and time]? I’m also available [on any other dates you’re available].
Accept my sincere apologies for any inconvenience this has given you. Whatever strategy is the most effective for you, I’m in for it.
Take note of your interviewer’s response, whether you email or phone conversation. Always keep in mind that an interview is a two-way street. and you’re making a decision about them just as much as they’re making a decision about you. If you do wind up working for them, how they respond to you and how responsive they are to your delay might reveal a lot about how they will handle work-life balance.
Simply be confident in your need to postpone, plan for the worst-case scenario, and keep it short, sweet, and succinct. They’ll make it work if you handle it professionally and they’re truly interested in you.
- Confirm the new date with a follow-up email.
Before your rescheduled interview, send a thank-you note to thank them for allowing you to reschedule. Make them aware that you are aware of how busy their schedules are and how grateful you are for their willingness to accommodate your need to change plans. In your message, confirm the rescheduled interview’s date and time. This will guarantee that everyone is on the same page and that there are no unpleasant surprises when you arrive for your interview.
Here’s an example of what a follow-up email might look like:
“Hello!
I wanted to check in with you again on the phone conversation I had with [NAME OF PERSON YOU SPOKE WITH] earlier. Due to [UNFORTUNATE CIRCUMSTANCES], I will be unable to attend our scheduled interview, as we discussed. I am available on [OTHER DATE] or [OTHER DATE], or we may arrange another time that is more convenient for you.
Please accept my apologies for the rescheduling, and I look forward to seeing you soon.
[YOUR NAME]