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Home » How to Reschedule an Interview Gracefully? (With Examples)

How to Reschedule an Interview Gracefully? (With Examples)

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Getting a call for an interview is, of course, very encouraging. You spend years preparing yourself for your dream job and then start sending applications for your coveted post. Getting an invitation for an interview is the culmination of all those years’ effort.

And yet, at times, the most unexpected turn of events may prevent you from appearing for the interview, despite your best intentions. Try as you might, you simply cannot change certain circumstances, and you might have to postpone and reschedule the interview.

When this happens, you need to make sure that your employer knows about it as soon as possible. Not turning up for your interview without any notice will undoubtedly give the impression that you are not interested in the position anymore, and the hiring managers might reject your application.

However, they will consider the matter when you inform your recruiters about the unexpected turn of events and your inability to attend the interview politely and professionally. They will reschedule the interview in most cases unless they are in dire need to fill a position and cannot wait. But your job is to notify your employers about the matter at the earliest, and here is how you can do so.

Reasons to Reschedule an Interview and How to Do So

Reasons to Reschedule an Interview and How to Do So
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When you have to postpone something as important as a job interview, it goes without saying that the reasons for doing so must be pretty profound. It would be best to convey the same to your prospective employers and correctly cite the grounds in an email.

While you can always call up your recruiters, sending a written explanation is more professional, and you will also receive a response in writing regarding the rescheduled date and time. This would be very important for future references and to avoid any confusion. You have to provide a justifiable reason explaining your absence.

Here are some reasons why employers accept when an applicant asks for a rescheduling of their interview.

1. You Fell Sick

You Fell Sick
Image Credit: https://timesofindia.indiatimes.com

If you are significantly unwell, then the chances are that you would not be able to make it for the interview because the physical exertion might be too much to handle. This could very well be applied in the case you have suddenly injured yourself. And the injury has hindered your mobility. If the illness is particularly serious, you might be advised by your doctor to undergo bed rest for the period of recovery.

Additionally, it might be better not to come in contact with others when you are sick, as some viral fevers and infections might be contagious. You would not want your prospective employers and coworkers to fall ill on your account, and neither would they.

In fact, not showing up in such a poor physical state would show your responsibility towards yourself and others. You might also enclose a copy of the medical documents relevant to your sickness.

Bonus Read: How To Email a Recruiter? 5 Best Examples, Tips & Templates

Example to Reschedule Interview Due to Illness

Respected Sir, Madam 


Thank you for allowing me to appear in front of you to speak more about the position of (designation and position) at your reputed organization (name of company). I was scheduled to appear for an interview on (date and time of interview).

However, I have suddenly fallen ill and will be unable to make it at the appointed hour and on the given day. I am suffering from (explain your illness or injury in brief). As a result, my doctor has advised me to rest for some days (state the number of days). I also do not want to risk my colleagues falling sick.

Hence, it would be most kind of you to reschedule my interview. I am very much looking forward to meeting with your as soon as possible as I am very interested in the opportunity to work with you.

Thanking you
Your name
Contact Details

2. Family Emergency

Your personal life is as important as your personal life, and sometimes something comes that needs your urgent attention. A family member might have fallen sick, a death, you could have to tend to your children, or there might be some issue with your family finances. Whatever the reason, it might be so severe that you would not be able to attend your interview. You should notify your recruiters, explaining the situation and asking them to reschedule the interview kindly.

Example to Reschedule Interview Due to Family Emergency

Respected Sir/ Madam, 


Thank you for allowing me to speak with you in person about the position of (designation and position) at your reputed organization (name of company). I was scheduled to appear for an interview on (date and time of interview) regarding the same.

However, I would be unable to attend the interview due to a sudden family emergency (and you may explain the problem very briefly here in case the incident is not too personal). It is my humble request that you kindly reschedule the interview so that I can tend to my family’s needs.
Looking forward to hearing from you again.

Thanking you
Your name
Contact Details

3. Road and Traffic Issues

Road and Traffic Issues
Image Credit: https://www.google.com

Your interview could be quite a distance away from your current residence, and the commute could be quite long. In such circumstances, if something happens on the road and you do not have alternate means of commute or another route to reach your office, you would have to miss your interview.

Maybe it had rained or snowed intensely for the past few days, or there could be road maintenance work that had raised significant issues, and roads have been blocked off. Reaching the office late in an agitated state might not be best for appearing for an interview. You could kindly ask your recruiters to reschedule the interview if the situation is difficult.

Example to Reschedule Interview Due to Commute and Road Issues

Respected Sir/ Madam,


Thank you for giving me the opportunity to appear for an interview about the position of (designation and position) at your reputed organization (name of company). I was scheduled to appear for an interview on (date and time of interview).

However, the route I was supposed to take to reach your office has been completely shut off (explain the road issues that have arisen), and I might not be able to make it on time or even on that day for the interview. There would be a degree of uncertainty, which I do not want my hiring managers to go through. Hence, I kindly request you to reschedule the interview entirely, and I will try my best to appear on the appointed date and time the next time a few days later.

Please understand that I am incredibly interested in the said position and would appear before you at the first opportunity.

Thanking you
Your name
Contact Details

4. Changed Work Schedule

It is quite possible that your work schedule might have changed unexpectedly at your current job, due to which you are unable to make it for your interview at a new company. Contrary to popular belief, if you reschedule your interview due to work commitments, it only shows your dedication and commitment to your job. Your prospective employers will know that they can expect the same loyalty from you when you join their company. The rescheduling might require some additional tact, but you should be honest about the situation.

Example to Reschedule Interview Due to Changed Work Schedule

Respected Sir/ Madam,


Thank you for your invitation to appear for an interview about the position of (designation and position) at your reputed organization (name of company). I was scheduled to appear for an interview on (date and time of interview).

However, my work schedule at my current organization has undergone a sudden change, and as much as I would like to be present for the interview on the designated date, I will not be able to make it. I am still a part of my current organization, and some work requires my attention which I am committed to seeing through. Hence, I humbly request you to reschedule the interview for a later date so that I may complete the work and stand by my company.

Please understand that I am highly interested in the said position and will appear before you on the next date.

Thanking you
Your name
Contact Details

Things to Remember While Rescheduling an Interview

Things to Remember while Rescheduling an Interview
Image Credit: https://content.mycareersfuture.gov.sg

Here are some of the things you should abide by when you are rescheduling a job interview.

1. Contact Early

Contact your recruiters as early as possible so that they can make the necessary changes. Remember that they, too, have blocked a slot for your interview, and last moment changes will only add to the confusion. Give them the time needed to make the adjustments, unless it is a last-minute emergency and which you should explain as well.

2. Show your Interest

Make sure that you clearly express that you are still interested in the position and that your request for rescheduling the interview is circumstantial only. Your eagerness to attend the interview at the next possible date should come forth.

3. Valid Reason

Come up with a justifiable reason for your interview. Try not to give vague excuses which you will not be able to defend. You should also apologize for the inconvenience and thank them for understanding your situation in advance.

4. Proofread your Email

Be sure to proofread your final email for rescheduling the interview. Just because there is an emergency does not mean you can send shoddy emails to your prospective employers, and it will be a reflection of your professionalism.

Conclusion

Rescheduling an interview might seem daunting as you feel that you are letting your new employers down and painting a poor picture of yourself. However, rescheduling is much better than turning up late for the interview or not making it. Some matters will require your attention, whether personal or professional, and maintaining a proper work-life balance is also an essential part of your life. There is nothing wrong with rescheduling an interview, as long as you are professional and committed to your work. The prospective employers will see that they made the right choice by accommodating your request and giving you a second opportunity.