This email template is designed for HR professionals to communicate the cancellation or rescheduling of an interview with a candidate. It is important to maintain a respectful and professional tone, even when delivering disappointing news. Prompt communication can help preserve the candidate’s interest in the position and reflect positively on your organization.
Template Email
Email subject line: Update on Your Interview with [Company Name]
Dear [Candidate First Name],
Thank you for your interest in the [Role] position at [Company Name]. I regret to inform you that, due to [specific reason for cancellation, e.g., a scheduling conflict], we must cancel your interview originally scheduled for [Date and Time]. I understand how disappointing this news can be, and I sincerely apologize for any inconvenience this may cause.
We value your time and interest in our company and would like to reschedule your interview. If you are available, we can propose a new date and time on [New Date and Time]. Please let us know if this works for you or if you would prefer to suggest alternate times.
Thank you for your understanding, and we look forward to connecting with you soon.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Why does it matter?
Communicating changes to interview schedules is crucial for maintaining a positive candidate experience. Even when the news is not favorable, timely updates show respect for the candidate’s time and effort. This practice can enhance your organization’s reputation and keep candidates engaged, increasing the likelihood of their continued interest in future opportunities.
When to send?
This email should be sent as soon as you are aware that an interviewer cannot attend the scheduled interview. Prompt communication allows candidates to adjust their schedules, reducing frustration and uncertainty.
What to include?
- The specific role the candidate applied for.
- The name of the interviewer or team member they were scheduled to meet.
- The originally scheduled date and time for the interview.
- A clear reason for the cancellation or rescheduling.
- A proposed new date and time, if possible.
- A request for confirmation from the candidate or an invitation for them to propose alternative times.
Best Practices
- Be transparent about the reason for the cancellation while maintaining professionalism.
- Express empathy and understanding for the candidate’s situation.
- Offer flexibility by proposing multiple options for rescheduling.
- Ensure all communication is free of jargon and easy to understand.
Common Mistakes to Avoid
- Failing to send the cancellation notice promptly, which can create confusion.
- Using overly formal or robotic language that may alienate the candidate.
- Neglecting to express appreciation for the candidate’s time and interest.
- Not providing clear next steps or options for rescheduling the interview.
