You filled out the application, got shortlisted and you recently just scheduled your interview. Congrats!
Until……..
You realize you can’t make your interview date and need to reschedule. You might think this is definitely going to cost you the job but recruiters are human too, which means that more often than not, they’ll understand. Just make sure you handle the situation professionally.
However, you shouldn’t make a habit of rescheduling. Needing to do so once, when you’re in a bind is understandable. Any more than that and you’ll seem unreliable.
Follow these steps to professionally reschedule your interview:
Contact them early
The sooner you get in contact with the recruiter, the less inconvenience you will cause them. Reach out to them as soon as you’re certain that you won’t be able to make it to the interview.
Provide a reason quickly
A direct message will help your reader save time and allow them to start finding a replacement time sooner. Start explaining quickly and concisely why you need to reschedule your interview. Ensure your reasons are valid and truthful.
Express your enthusiasm
You should make it clear to the employer you are excited about the opportunity and would be making the interview if it was possible. This shows you are not taking the decision to reschedule lightly.
Apologize
There’s a thought going around that apologizing automatically puts you in the wrong and is therefore better left unsaid. We like to think that if an interviewer is nice enough to schedule a time to interview you and then possibly reschedule that time, an apology is simply polite. Even if you had no control over the circumstances of your reschedule, all the more polite you’ll seem for apologizing.
Call first
Even though emailing is an option, call will be the most direct way to let them know that you can’t make your appointment and reschedule the next one. It’ll also be much more personal when you explain your reason for not being able to make it. When you call, you may or may not directly speak with the person who’ll be emailing you. If not, just be sure to get the name of the person you spoke with and the date you called just in case your message doesn’t get relayed.
Suggest an alternate date/time (the sooner the better)
While you’ll want to be flexible and keep this open-ended, suggesting rescheduling dates/time will help to turn the focus back to your interest in the position. The sooner you can get in and get to know your interviewer the better.
Don’t reschedule your interview for two weeks after the original date or you’ll run the risk of being forgotten or replaced by someone who interviewed sooner. Before you call or email to reschedule, try picking two or three times (preferably the same time of day as your original interview) that are open in your schedule and present them to your interviewer.
Follow up with a thank you note and confirmation
As a follow-up to a phone call, an email the CCs relevant parties is also a great idea. You’ll want to confirm your new appointment time and also thank them for rescheduling with you. This will help to ensure that everyone is on the same page and there are no surprises the day you show up for your interview.
Finally,
If you happen to be writing an email asking to reschedule for the first time (instead of calling) here’s how that email could look:
“Dear [EMPLOYER/RECRUITER],
I’m writing to let you know that I will, unfortunately, not be able to keep our appointment to interview next Thursday, the nineteenth. Due to an unexpected [BRIEFLY EXPLAIN WHY YOU HAVE TO RESCHEDULE] I will not be available during that time.
Instead, would you be available to meet Monday, the twenty-third or Tuesday, the twenty-fourth? Let me know if either of those dates work or if you would prefer another date and time.
Please accept my apology for having to reschedule and I look forward to meeting with you soon,
[YOUR NAME]”
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