Use This Email Template to Reschedule a Job Interview

During your job search, you might feel compelled to show how agreeable and flexible you can be in the interest of getting hired—“Interview at 9 a.m.? Of course!” “You want me to download this obscure video chat software I’ll never use again? I’m on it!” But sometimes, life happens. You’ve had a job interview scheduled for days (maybe even weeks) when the unthinkable occurs: You need to reschedule. You might think this is definitely going to cost you the job—but hiring managers are human too, which means that more often than not, they’ll understand. Just make sure you handle the situation professionally.

(And fair warning: You shouldn’t make a habit of rescheduling. Needing to do so once when you’re in a bind is copacetic. Any more than that, and you’ll seem unreliable.)

Here are some common reasons you may need to reschedule a job interview. If your reason doesn’t fit under any of these, that doesn’t mean you can’t reschedule—it’s always up to you how you want to prioritize your job search—but you may not want to go into detail if your reason is less than professional.

• Family emergency: Sometimes there’s a problem with a loved one that you need to put first, like a serious illness, injury, or death. Of course you can’t plan these things, and interviewers will likely be understanding.
• Illness: Being sick might keep you from putting your best self forward. And if you have an in-person interview, employers will appreciate that you didn’t expose anyone at their office to a contagious illness (especially if it’s COVID-19).
• Unexpected caregiving obligations: Perhaps your planned childcare fell through or an elderly relative needs to be taken to a doctor ASAP. These aren’t necessarily emergencies, but if your interviewer isn’t understanding it could be a sign that they won’t be understanding in similar situations if you get hired.
• Work obligations: Interviewers know that not everyone can be open about their job search with their current employer so work issues come up. Maybe your boss needs you to make a presentation to leadership at the last minute, for example, or your company’s website crashed and you need to take point on troubleshooting until it’s resolved.
• Transportation issues: You should of course plan your transportation to a job interview ahead of time, but last-minute flat tires and canceled trains happen.

Follow these steps to professionally reschedule your interview via email:

1. Let the interviewer know right away.

Ideally, the sooner that you can give a heads up that you won’t be making your interview, the better. So once you know for sure you need to reschedule, let the hiring manager or recruiter know too. It shows that you respect their time and that you didn’t put off addressing a problem.

2. Clearly state you need to reschedule.

In the first few sentences of your email, you should explicitly tell your interviewer that you need to change your interview time. Don’t bury it in the third paragraph of a longer email or just tell them the issue and hope that they suggest rescheduling.

3. Give a reason (if you want to).

If you’re comfortable with it, and the reason is professional, tell the interviewer why you need to reschedule. It’s up to you how specific you are—but no need to go into too much detail. Just make it clear that whatever’s going on was unexpected.

4. Express your continued enthusiasm for the role.

Make it apparent that you still want the job and this isn’t a blow off.

5. Suggest some alternate times.

Be proactive about rescheduling by giving the interviewer some times you will be able to make it—ideally as close to the original time as realistically possible on your end. Even if these times don’t end up working out, you’ll get the conversation started. And you’ll give the interviewer an idea of when you expect your situation to be resolved.

This template will help you back out in a way that’s polite and professional (without doing irreparable damage to your reputation!).

Hi [Name of Interviewer],

I’m really looking forward to the chance to talk with you about the [role] position with [Company].

Unfortunately, I [reason you need to reschedule the interview]. As a result, I’m wondering if we could reschedule this interview for a later date.

I’m available [two or three other times and days that work for you].

I’m so sorry to throw a wrench in your schedule at the last minute. But I’m still really enthusiastic about this opportunity and am hopeful that we can connect soon.

Thanks so much for understanding.

All the best,

[Your Name]

Here’s an example of what that template looks like in action:

Hi Tracy,

I’m really looking forward to the chance to talk with you about the software developer role at LOL Inc.

Unfortunately, I have a family emergency and I’ll need to go back home to Michigan today. As a result, I’m wondering if we could reschedule this interview for a later date.

I’m available Tuesday and Thursday afternoon next week, if either of those work for you. If not, please let me know what will best fit your schedule.

I’m so sorry to throw a wrench in your schedule at the last minute. But I’m still really enthusiastic about this opportunity and am hopeful that we can connect soon.

Thanks so much for understanding.

All the best,

Max

Or you can change up the order a bit:

Hi Dr. Adeyemi,

I’m emailing to ask if we could reschedule our interview for a later date. Unfortunately, my roommate tested positive for COVID-19 this morning, and I’m also feeling under the weather, so I wouldn’t want to risk exposing anyone at the practice.

I’m available (and should be safe) to come in next Friday. But if you’d like to talk over the phone or Zoom, I can definitely make that happen sooner.

I’m so sorry to throw a wrench in your schedule at the last minute. But I’m really looking forward to the chance to talk with you about the vet tech role and I’m still really enthusiastic about this opportunity. I hope that we can connect soon!

Thanks so much for understanding.

All the best,

Lisa

Regina Borsellino also contributed writing, reporting, and/or advice to this article.