This email template is designed for HR professionals who need to reschedule an interview with a candidate. It emphasizes the importance of timely communication and respect for the candidate’s time, helping to maintain a positive image of your organization.
Template Email
Email subject line: Request to Reschedule Your Interview for [Position] at [Company Name]
Dear [Candidate First Name],
I hope this message finds you well. My name is [Your Name], and I am part of the recruiting team at [Company Name]. Thank you for your interest in the [Position Title] role.
We had an interview scheduled for you on [Day of the Week – Date] at [Time]. Unfortunately, due to unforeseen circumstances, we need to reschedule this meeting.
We would like to propose the following new time slots for your interview:
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
If none of these options are suitable for you, we can also arrange a virtual interview during the following times:
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
- [Day of the Week – Date] at [Time]
For a virtual interview, please ensure you have a stable internet connection and a functioning webcam with a microphone. The interview will be conducted via [Platform Name or Link]. To avoid any technical issues, creating a user account on this platform ahead of time would be beneficial.
If the proposed times do not work for your schedule, please let us know, and we would be happy to find an alternative that accommodates both you and [Interviewer’s Name].
We sincerely apologize for any inconvenience this may cause and appreciate your understanding. We look forward to connecting with you soon!
Best Regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Why does it matter?
Respecting a candidate’s time by promptly notifying them of changes fosters goodwill and encourages a positive candidate experience. This level of communication reflects well on your organization and can influence a candidate’s decision to join your team, regardless of the outcome.
When to send?
Send this email as soon as you become aware that the scheduled interview cannot proceed as planned. Timely communication is crucial to minimize any inconvenience for the candidate and to maintain their interest in the position.
What to include?
- A clear statement indicating that the interview has been postponed.
- New proposed dates and times for the interview.
- A request for confirmation of the new date from the candidate.
- Information regarding virtual interviewing options and platform requirements, if applicable.
- A polite apology for the inconvenience caused.
Best Practices
- Always address the candidate by their first name to personalize the communication.
- Provide multiple options for rescheduling to increase flexibility.
- Use a friendly and professional tone throughout the email.
- End with a positive note, expressing eagerness to meet the candidate.
Common Mistakes to Avoid
- Failing to provide alternative dates and times can lead to further delays.
- Not apologizing for the inconvenience may come across as unprofessional.
- Using overly formal language can make the email feel impersonal.
- Neglecting to check for spelling or grammatical errors may undermine your professionalism.
