This email template is designed for HR professionals to address situations where a candidate has missed a scheduled interview. It’s crucial to communicate promptly and effectively to understand the candidate’s situation and determine if they are still interested in the opportunity. This email serves as a gentle reminder while also allowing for the possibility of rescheduling.
Template Email
Email subject line: [Company Name] – We Missed You at Your Interview
Dear [CANDIDATE NAME],
We noticed that you were unable to attend your scheduled interview today for the [POSITION NAME]. We hope everything is okay on your end.
If you are still interested in this opportunity, we would be happy to work with you to reschedule your interview at a time that suits you best. Please let us know your availability.
Regardless of your interest, we would appreciate a quick response to this email so we can update our records accordingly.
Thank you, and we look forward to hearing from you soon!
Sincerely,
[SENDER NAME]
[SENDER JOB TITLE]
[COMPANY NAME]
[CONTACT INFORMATION]
Why does it matter?
Missing an interview can happen for various reasons, including emergencies, forgetfulness, or a change in job interest. By reaching out, you not only demonstrate professionalism and respect for the candidate’s situation but also gather valuable insights into their current status. Understanding why a candidate missed their interview can help improve your recruitment process, enhance candidate experience, and save valuable time for both parties.
When to send?
Send this email promptly after the missed interview, ideally within a few hours. This ensures the candidate remembers the scheduled time and allows for any urgent circumstances they may have faced. If you do not receive a response within a day or two, follow up with a second email to keep the lines of communication open.
What to include?
- A clear acknowledgment that the interview was missed.
- An expression of concern for the candidate’s well-being.
- A prompt to confirm their interest in rescheduling.
- A request for a quick response to update your records.
Best Practices
- Keep the tone professional yet empathetic to foster a positive candidate experience.
- Be concise and clear in your communication to avoid confusion.
- Offer flexible rescheduling options to accommodate the candidate’s situation.
- Maintain a log of interactions with candidates to track follow-ups and responses.
Common Mistakes to Avoid
- Sending the email too late, which may lead to a lack of engagement from the candidate.
- Using a harsh or accusatory tone, which can damage your company’s reputation.
- Failing to follow up if the candidate does not respond to the initial email.
- Neglecting to personalize the email with the candidate’s name and specific details about the position.
