Why Rescheduling Needs Careful Handling ?
When you’re actively job hunting, rescheduling an interview is the last thing you’d want to do. However, life can be unpredictable, and unavoidable situations may arise. If you do not want the interview to be cancelled or to leave a negative impression on the first attempt itself, you must approach the task of rescheduling interview with utmost caution. The key to handling this professionally is to communicate effectively while ensuring you maintain a positive impression with the hiring team.
Best Practices for Rescheduling an Interview
1. Consider Timing Carefully
When rescheduling a job interview, timing is a crucial factor. Think from the recruiter’s perspective—they invest considerable effort in arranging interviews and coordinating schedules. It’s essential to be mindful of their time and avoid making last-minute requests.
Providing advance notice allows the recruiter to adjust their plans accordingly. They may be able to schedule another candidate in your slot, or if you are the only suitable applicant, early notice gives them the flexibility to set up a new time that works for both of you.
2. Choose the Right Communication Method
How you inform the recruiter about rescheduling is just as important as when you do it. The most professional way to request a reschedule is through email, but email alone does not always guarantee that your message will be seen promptly. To prevent any miscommunication, follow up with a phone call after sending your email.
If you cannot reach the recruiter directly, leave a message and take note of the name of the person who received it. Always maintain a respectful and polite tone in your communication, as being inconsiderate or demanding may negatively impact your chances of securing the position.
3. Provide a Valid Reason
When informing the recruiter that you cannot attend the interview at the scheduled time, don’t leave them uncertain about the reason. Clearly explain why you are unable to make it, ensuring that your explanation is honest and reasonable. Whether the reason is a personal health issue or a family emergency, being transparent increases the likelihood of the recruiter willingly offering you another opportunity.
After explaining your situation, express your apologies for the inconvenience and show appreciation for their time and consideration. Reinforce your enthusiasm for the job and your interest in discussing the opportunity further. This naturally leads to the next step—suggesting a new interview date.
4. Propose an Alternative Date
It is perfectly acceptable to suggest a new date for the interview, but the key is to do so politely and professionally. If the recruiter is open to rescheduling, ask when they would be available next and demonstrate flexibility in accommodating their schedule.
However, if they are unable to provide another opportunity, remain courteous and professional in your response. Reacting negatively could harm your chances of future interactions with the recruiter, so it’s best to leave a positive impression regardless of the outcome.
Sample Email for Rescheduling an Interview
Subject: Request to Reschedule Interview for [Job Title] Position
Dear [Recruiter’s Name],
I hope you are doing well. I sincerely regret that I will not be able to attend the interview for the <job title> scheduled on <date>. I was very much looking forward to discussing this opportunity and learning more about your organization. Unfortunately, due to an unforeseen personal emergency <specify your reason>, I am unable to be present at the scheduled time. I would greatly appreciate the chance to reschedule at a later date, as I remain highly interested in this role.
I truly value this opportunity and hope you will consider my request. Please let me know if a rescheduled interview would be possible.
Looking forward to a positive response.
Best regards,
[Your Full Name]
[Your Contact Information]
1. Is it okay to reschedule a job interview?
Not necessarily. It’s best to attend the interview as scheduled. However, if an unavoidable circumstance arises, politely ask HR if a reschedule is possible. Express your enthusiasm for the role and confirm your availability for the new date. If appropriate, provide a genuine reason for the change to help them understand the situation better.
2. How do I reschedule an interview without sounding unprofessional?
Send a polite email to HR requesting to reschedule the interview, ensuring you inform them well in advance rather than waiting until the last minute. Follow up with a phone call to confirm they received your request. If possible, propose an alternative date for the interview. In case you don’t receive a response, send a follow-up message expressing gratitude for their time and consideration.
3. How do I apologize for rescheduling an interview?
Send a heartfelt email to HR and follow up with a phone call.
Email Sample:
“I sincerely apologize for my inability to attend the interview scheduled on [Date] for the [Position Name] role due to unforeseen circumstances. I deeply appreciate your time and the opportunity to be considered for this position.”
4. Is it bad to reschedule an interview more than once?
Yes, doing so repeatedly can appear unreliable and unprofessional. If you must reschedule more than once, ensure your reason is serious and communicate openly with the recruiter.
5. What are valid reasons to reschedule an interview?
Common valid reasons include illness, family emergencies, transportation issues, or scheduling conflicts beyond your control. Avoid rescheduling due to minor inconveniences or lack of preparation.
Rescheduling an interview should always be a last resort. However, when done correctly, it can demonstrate professionalism and respect for the employer’s time, keeping you in the running for the position you desire.
Good Luck!
