This email template is designed for HR professionals to reach out to candidates who did not show up for a scheduled interview. It provides an opportunity to reconnect with the candidate and assess their interest in the position, while also allowing for the possibility of rescheduling. Maintaining communication in such situations can help preserve the candidate’s interest in your company and ensure a smoother hiring process.
Template Email
Email subject line: We Missed You at Your Interview with [Company Name]
Hi [Candidate’s First Name],
I hope this message finds you well. I wanted to follow up regarding our interview scheduled for today at [Time] for the [Title] position. We noticed you weren’t able to join us, and I wanted to check in to see if everything is alright.
If you’re still interested in the position, I would be more than happy to reschedule our conversation at a time that works better for you. Please let me know your availability, and we will do our best to accommodate it.
Looking forward to hearing from you soon!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Reaching out to candidates who miss interviews is crucial for several reasons. First, it demonstrates your commitment to the hiring process and respect for the candidate’s time and interest. You likely shortlisted this candidate for a reason, and they may have encountered unforeseen circumstances that prevented them from attending. By offering to reschedule, you keep the door open for potential talent, ensuring you don’t lose a promising candidate over a situation that may be out of their control.
When to send?
Ideally, this email should be sent a few hours after the scheduled interview time, allowing the candidate some time to reach out first. If you haven’t heard from them by the end of the day, it’s appropriate to send this follow-up email. Timing is key—sending it too soon may come off as impatient, while waiting too long may lead the candidate to think you’re not interested.
What to include?
- A brief acknowledgment of the missed interview.
- A caring inquiry about the candidate’s well-being.
- An invitation to reschedule the interview.
- A request for their availability to facilitate rescheduling.
- Your contact information for easy communication.
Best Practices
- Keep the tone friendly and understanding, as the candidate may have faced unexpected challenges.
- Be flexible with rescheduling options to accommodate the candidate’s situation.
- Follow up with a confirmation email once a new interview time is established.
- Maintain a professional demeanor to reinforce the company’s values and culture.
Common Mistakes to Avoid
- Being overly critical or accusatory about the missed interview, which can deter candidates.
- Failing to provide options for rescheduling, which may make it difficult for the candidate to respond.
- Not personalizing the email, which can make the communication feel robotic and impersonal.
- Neglecting to check the candidate’s time zone if they are in a different location, leading to confusion.
