Life happens, and sometimes interviews need to be rescheduled. This guide provides email templates for recruiters to professionally handle interview rescheduling in various scenarios, ensuring a positive candidate experience.
Whether it's due to unforeseen circumstances, candidate requests, or interviewer unavailability, these templates will help you communicate changes clearly and maintain a strong employer brand. Plus, we'll cover how to craft candidate-centric reschedule emails.
Table of contents
Crafting a Candidate-Centric Reschedule Email
Template for rescheduling due to unforeseen circumstances
Template for rescheduling at the candidate's request
Template for rescheduling due to interviewer unavailability
Template for rescheduling a group interview
Template for rescheduling a virtual interview due to technical issues
Template for rescheduling with short notice
Download Reschedule Interview with Candidates Email Templates in multiple formats
Wrapping Up
Crafting a Candidate-Centric Reschedule Email
Rescheduling an interview happens. Let's ensure you do it with grace, keeping the candidate's experience top of mind. These components will help you craft an email that's both informative and respectful, similar to how we emphasize clear communication in our guide on dos and don'ts for communicating with candidates.
Subject Line: Be direct and clear. A subject line like "Interview Reschedule - [Job Title] - [Your Company]" prevents confusion.
Personalized Greeting: Always address the candidate by name. A generic greeting feels impersonal and can set the wrong tone.
Acknowledge and Apologize: Start by acknowledging the original interview and sincerely apologizing for the need to reschedule. Be transparent, but avoid oversharing unnecessary details.
Propose New Times: Offer a few specific alternative time slots. This shows you value their time and makes it easy for them to choose a new slot. Consider using scheduling tools to streamline this process.
Express Enthusiasm: Reiterate your excitement about their candidacy. End on a positive note, reaffirming your interest in meeting them. This helps maintain a positive candidate experience.
Template for rescheduling due to unforeseen circumstances
Life happens, and sometimes we need to adjust our plans. This template helps you professionally communicate the need to reschedule an interview due to unexpected events or emergencies.
Subject: Regarding Your Interview for [Job Title] at Adaface
Dear [Candidate Name],
I hope this email finds you well.
Due to unforeseen circumstances, we need to reschedule your interview for the [Job Title] position, which was originally scheduled for [Original Date and Time].
I sincerely apologize for any inconvenience this may cause. We understand that your time is valuable, and we appreciate your understanding.
Could you please let me know your availability for a new interview time within the following dates/times:
- [Date and Time Option 1]
- [Date and Time Option 2]
- [Date and Time Option 3]
If none of these times work, please feel free to suggest alternative dates and times that suit your schedule.
We are really excited to speak with you and learn more about your qualifications. We believe you could be a great addition to the Adaface team.
Thank you for your understanding and flexibility. We look forward to hearing from you soon.
Best regards,
[Your Name] [Your Title] Adaface
Template for rescheduling at the candidate's request
Candidates may occasionally need to reschedule an interview for various reasons. This template provides a polite and accommodating response to such requests.
Subject: Regarding Your Interview Reschedule Request
Hi [Candidate Name],
Thanks for letting us know you need to reschedule your interview. We understand that things come up!
We're happy to work with you to find a better time. Please let us know what dates and times work best for you within the next [Number] days. You can simply reply to this email with your availability.
In the meantime, if you have any questions, please don't hesitate to ask.
We look forward to speaking with you soon!
Best regards,
[Your Name] [Your Title] [Company Name]
Template for rescheduling due to interviewer unavailability
Sometimes, the interviewer's schedule may change unexpectedly. This template helps you communicate the need to reschedule while maintaining a positive candidate experience.
Subject: Regarding Your Interview for [Job Title] at [Company Name]
Dear [Candidate Name],
I hope this email finds you well.
I'm writing to inform you that we need to reschedule your interview for the [Job Title] position, originally scheduled for [Original Date and Time]. Unfortunately, [Interviewer Name] is unexpectedly unavailable at that time.
We sincerely apologize for any inconvenience this may cause.
We value your time and are eager to continue the interview process. Would you be available on any of the following dates/times?
- [Option 1: Date and Time]
- [Option 2: Date and Time]
- [Option 3: Date and Time]
If none of these times work, please let me know your availability, and we'll do our best to accommodate you.
Thank you for your understanding. We look forward to speaking with you soon.
Best regards,
[Your Name] [Your Title] [Company Name] [Contact Information]
Template for rescheduling a group interview
Coordinating multiple schedules for a group interview can be challenging. This template assists in rescheduling a group interview efficiently and professionally.
Subject: Update: Rescheduling Your Group Interview
Hi [Candidate Names],
I hope this message finds you well. Due to unforeseen circumstances, we need to reschedule your upcoming group interview originally set for [original date and time]. We apologize for any inconvenience this may cause and appreciate your understanding.
Please let us know your availability for the following dates and times, and we will do our best to accommodate:
- [Option 1: Date and Time]
- [Option 2: Date and Time]
- [Option 3: Date and Time]
If none of these options work for you, please feel free to suggest alternative dates and times that suit your schedule.
Thank you for your flexibility and understanding. We look forward to meeting with you soon.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Template for rescheduling a virtual interview due to technical issues
Technical glitches can disrupt virtual interviews. This template helps you address such situations and propose a new time for the interview.
Subject: Reschedule of Interview - [Candidate Name] - [Job Title]
Hi [Candidate Name],
I'm so sorry, but we experienced some technical difficulties during our interview today. I apologize for the interruption and any inconvenience this may have caused.
I was really enjoying our conversation and would still love to learn more about you and your experience.
Would you be available for a rescheduled interview at one of the following times?
- [Date] at [Time]
- [Date] at [Time]
- [Date] at [Time]
Please let me know which of these times works best for you. If none of these work, feel free to suggest an alternative time that suits your schedule.
Thanks again for your understanding, and I look forward to speaking with you soon!
Best regards,
[Your Name] [Your Title] Adaface
Template for rescheduling with short notice
Last-minute changes can be stressful for all parties involved. This template offers a courteous way to communicate urgent rescheduling needs while respecting the candidate's time.
Subject: Request to Reschedule Interview
Hi [Candidate's Name],
I hope this message finds you well. Due to unforeseen circumstances, we need to reschedule our upcoming interview originally set for [original date and time]. We apologize for any inconvenience this may cause and greatly appreciate your understanding.
Could you please let us know your availability for the following dates and times?
- [Option 1: Date and Time]
- [Option 2: Date and Time]
- [Option 3: Date and Time]
If these options do not work for you, feel free to suggest a time that suits your schedule better. We are eager to connect and discuss your potential role with us.
Thank you for your flexibility and understanding.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Download Reschedule Interview with Candidates Email Templates in multiple formats
Wrapping Up
Rescheduling interviews is a common part of the recruitment process, and handling it smoothly can enhance the candidate experience. A well-crafted email ensures transparency and maintains a positive relationship with candidates.
By using the provided templates, recruiters can communicate changes effectively and professionally. Remember, clear communication fosters trust and can make a significant difference in the overall recruitment journey.
Reschedule Interview with Candidates Email Template FAQs
What should I include in a reschedule interview email?
Your email should include a clear explanation for the reschedule, the new proposed time, and an apology for any inconvenience caused. Show empathy and understanding in your message.
How far in advance should I notify a candidate about rescheduling?
The sooner, the better! Aim to notify the candidate as soon as you know the interview needs to be rescheduled. This demonstrates respect for their time.
What if the candidate is not available at the new proposed time?
Be flexible and offer alternative times or dates. Work with the candidate to find a time that works for both of you to maintain a good hiring process.
Should I offer any compensation for rescheduling an interview?
While not always necessary, offering a small gesture of goodwill (like a gift card) can help smooth things over, especially if the reschedule is last-minute or causes significant inconvenience.
How can I minimize interview reschedules in the first place?
Double-check interviewer availability, confirm candidate availability before scheduling, and have a backup plan for potential technical issues to avoid last minute changes.
What if a candidate reschedules multiple times?
Address the situation professionally. Politely inquire about the reasons for the repeated reschedules and assess whether it's still feasible to continue with the interview process. It may be a sign of low interest or poor time management.
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