If you’re in the middle of a job search and something unexpected comes up, you may find yourself needing to reschedule interview appointments. While it might feel awkward, rescheduling can be handled gracefully—especially when done professionally via email.
A well-crafted rescheduling email can actually showcase your communication skills and respect for the interviewer’s time. In this guide, you’ll learn exactly how to reschedule interview dates professionally through email, including best practices and a sample template.
Why You Might Need to Reschedule Interview Plans
Even the most well-prepared candidates can face situations that require them to reschedule interview appointments. Some common and understandable reasons include:
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Feeling unwell or experiencing a medical emergency
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A family-related or personal emergency
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A scheduling conflict with your current job
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Transportation or weather-related delays
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Needing more preparation time to present your best self
According to Indeed’s Career Guide, honesty and early communication are key when requesting to reschedule.
When Is It Okay to Reschedule Interview Times?
You should consider rescheduling only when the situation is unavoidable. It’s perfectly acceptable to reschedule interview plans if:
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You’re giving at least 24 hours’ notice (when possible)
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The reason is valid and unavoidable
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You’ve not rescheduled multiple times
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You remain respectful and professional in your communication
The key to maintaining your chances is communicating early, clearly, and respectfully. According to The Balance Careers, a leading career advice publication, professionalism in your request can leave a strong impression—even when plans change.
How to Reschedule Interview via Email: A Professional Guide
Follow this step-by-step process to craft an effective reschedule interview email.
1. Use a Clear and Professional Subject Line
Make your intent obvious in the subject line so the hiring manager knows the purpose of the message.
Examples:
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Request to Reschedule Interview – [Your Full Name]
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Interview Reschedule Request – [Job Title]
2. Start with a Polite Greeting
Address the hiring manager directly and professionally.
Dear [Hiring Manager’s Name],
3. Briefly Explain the Reason for Rescheduling
You don’t need to overshare, but a brief explanation shows accountability.
I was looking forward to our scheduled interview on [Date], but due to [brief reason], I kindly request to reschedule interview for a later time.
4. Offer Alternative Dates and Times
Proactively suggest a few available time slots to keep the process moving.
I’m available Thursday between 10 AM and 1 PM or Friday afternoon. Please let me know if either works for you, or suggest a time that’s convenient.
5. Apologize and Reinforce Your Interest
Let them know you respect their time and remain enthusiastic about the opportunity.
I sincerely apologize for any inconvenience and want to emphasize my strong interest in the [Job Title] position.
6. Close the Email Professionally
End with a polite closing, your name, and contact information.
Thank you for your time and understanding.
Best regards,
[Your Full Name]
[Your Phone Number]
Sample Email: Reschedule Interview Professionally via Email
Subject: Request to Reschedule Interview – John Smith
Dear Ms. Taylor,
I hope you’re doing well. I’m writing to respectfully request to reschedule interview for the Business Analyst role originally set for Wednesday at 2 PM. Unfortunately, a scheduling conflict at my current job prevents me from attending at that time.
Would it be possible to meet instead on Thursday morning or Friday after 3 PM? I’m flexible and happy to accommodate your availability.
I sincerely apologize for the inconvenience and want to assure you that I remain highly enthusiastic about the position and the opportunity to speak with you.
Thank you for your understanding.
Best regards,
John Smith
(555) 123-4567
What to Avoid When You Reschedule Interview
Even with good intentions, certain mistakes can hurt your professional image. Avoid the following:
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Sending a rescheduling request at the last minute (except for emergencies)
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Offering no new availability
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Using informal or vague language like “Can’t make it” or “Something came up”
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Failing to apologize or show continued interest
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Rescheduling repeatedly without strong reasons
A strong and respectful tone sets the right impression. You can read more about professional email etiquette from Purdue OWL to improve your communication skills.
Why It’s Important to Reschedule Interview the Right Way
Your email may be the first detailed impression the hiring manager has of you. A clear, polite, and professional message shows:
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Respect for others’ time
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Strong written communication skills
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Your ongoing interest in the role
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Accountability in managing your time and commitments
Many employers consider how candidates communicate during the hiring process as a reflection of how they will behave on the job.
Final Thoughts: Reschedule Interview Without Hurting Your Chances
If you need to reschedule interview dates, don’t panic. Life happens, and most hiring managers will understand—as long as you communicate clearly and respectfully.
Recap of Best Practices:
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Use a clear subject line
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State your reason briefly
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Propose new dates/times
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Apologize and show interest
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Stay professional and polite
By sending a thoughtful email, you’re demonstrating the same professionalism you’d bring to the role itself. That’s something every employer wants to see.
