What is a reschedule interview email?
A reschedule interview email is a short message that explains why the interview time needs to change, suggests new time slots, and confirms the next step. The safest version is direct: apologise once, give a clear reason if appropriate, offer two or three alternatives, and make it easy for the other person to reply.
For HR teams, consistent rescheduling messages also keep the hiring record clean. If you manage interview slots inside EasyHR’s recruitment management software, add the revised date, interviewer, and candidate confirmation in the same place so recruiters are not working from old calendar notes.
When should you send one?
Send the email as soon as you know the original time will not work. Common cases include:
- The candidate has a personal emergency, illness, or unavoidable work conflict.
- The interviewer is unavailable because of a meeting, travel, or leave.
- A panel member or hiring manager needs to be added to the discussion.
- A video interview link, room booking, or calendar invite needs to be corrected.
Reschedule interview email templates
1. Employer to candidate
Subject: Request to reschedule your interview for [Job Title]
Dear [Candidate Name],
I am sorry, but we need to reschedule your interview for the [Job Title] role because [brief reason].
Would any of these options work for you?
- [Option 1: Date and time]
- [Option 2: Date and time]
- [Option 3: Date and time]
Please reply with the option that suits you best. If none of these work, send us two alternate slots and we will try to match them.
Regards, [Your Name] [Your Position] [Company Name]
2. Candidate to employer
Subject: Request to reschedule interview for [Job Title]
Dear [Interviewer Name],
I am sorry, but I will not be able to attend the interview scheduled for [original date and time] because [brief reason]. I remain interested in the [Job Title] role and would appreciate a chance to reschedule.
I am available at these times:
- [Option 1: Date and time]
- [Option 2: Date and time]
- [Option 3: Date and time]
Please let me know if any of these work for your team.
Regards, [Your Name]
3. Interviewer unavailable
Subject: New interview time needed for [Job Title]
Dear [Candidate Name],
We need to move your interview for the [Job Title] role because [Interviewer Name] is no longer available at the original time.
Please choose one of the slots below, or share another time that works for you:
- [Option 1: Date and time]
- [Option 2: Date and time]
I apologise for the change and will send an updated calendar invite once you confirm.
Regards, [Your Name] [Designation]
4. Technical issue with a virtual interview
Subject: Rescheduling today’s video interview
Dear [Candidate Name],
We are having a technical issue with the interview setup for today’s meeting, so we need to reschedule the discussion for the [Job Title] role.
Could you confirm one of these new slots?
- [Option 1: Date and time]
- [Option 2: Date and time]
We will send a fresh meeting link after your confirmation.
Regards, [Your Name] [Designation]
5. Illness or emergency
Subject: Request to reschedule interview due to illness
Dear [Candidate Name],
I am sorry, but I am unwell and cannot conduct the interview scheduled for [date] at [time]. I would like to reschedule it rather than rush the discussion.
Would any of these options work for you?
- [Option 1: Date and time]
- [Option 2: Date and time]
- [Option 3: Date and time]
Thank you for understanding. Please reply with your preferred slot and I will update the invite.
Regards, [Your Name] [Designation]
Quick tips before sending
- Keep the reason brief. You do not need to over-explain.
- Offer specific alternate slots instead of asking an open-ended question.
- Update the calendar invite only after the other person confirms.
- If you are the employer, make sure every recruiter and interviewer sees the revised schedule.