Reschedule Interview Email: Polite Templates for Any Case

To reschedule an interview politely, email the recruiter as soon as you know you can't make it, apologize briefly, give a short reason, and propose two or three specific new times. Keep the tone appreciative and the message short. Below are templates for the most common situations, from work conflicts to same-day illness, plus what to do if the company is the one rescheduling.

Rescheduling once is normal; interviewers move meetings all the time. What makes it go smoothly is notice and clarity, not a long explanation.

#When it's reasonable to reschedule

Good reasons include illness, a family emergency, an unavoidable work commitment, a travel disruption, or a clash with another interview you'd already confirmed. Less convincing reasons include not feeling ready or a minor errand. If you simply need more prep time, it's usually better to pick a later slot when you first book than to move it afterward.

If you'd rather avoid this situation entirely, our guide on how to schedule interviews covers checking constraints before you commit to a time.

#What every reschedule email should include

1. A clear subject line, such as "Request to reschedule: Interview for Project Coordinator role, Oct. 14."
2. The original interview details: role, date, time, and who you're meeting.
3. A one-line reason, kept general.
4. A short apology that doesn't grovel.
5. Two or three specific new windows with your time zone.
6. Flexibility and thanks, so it's easy for them to say yes.

#Reschedule email templates for common situations

Pick the template closest to your situation and adjust the names, dates, and time zone.

#Work conflict with a few days' notice

Subject: Request to reschedule: Interview for Financial Analyst role, Thursday Oct. 15

Hi Rachel,

I'm looking forward to speaking with the team about the Financial Analyst role. Unfortunately, a client deadline has been moved to Thursday, and I won't be able to step away for our 2:00 p.m. interview.

I'm sorry for the inconvenience. Would any of these times work instead (all Central Time)?

• Monday, Oct. 19: 9:00 – 11:30 a.m.
• Tuesday, Oct. 20: 1:00 – 4:00 p.m.
• Wednesday, Oct. 21: anytime before noon

I'm happy to work around the team's availability if none of those fit.

Thank you for understanding, Daniel Ortiz

If you're employed and keeping your search private, you can say "a work commitment" without detail. See job searching while employed for more on discretion.

#Illness on the day of the interview

If you're sick, it's better to reschedule than to show up foggy or contagious. Contact them as early in the day as you can. Call or message the recruiter if you have a phone number, and send this email at the same time.

Subject: Unable to attend today's interview: Elena Park, Dental Hygienist

Hi Monique,

I'm sorry for the late notice, but I woke up ill and won't be able to make our 11:00 a.m. interview today. I'm still very interested in the position and would be grateful for the chance to meet later this week or early next week.

I'm generally available any weekday morning starting Thursday. Please let me know what works for Dr. Haines.

Thank you, and apologies again, Elena Park

Keep it short. You don't owe anyone details about your symptoms.

#Family emergency

Subject: Rescheduling request: Interview on Oct. 14

Hi Ahmed,

I've had a family emergency come up and need to ask to reschedule our interview for the Warehouse Supervisor position on Wednesday. I apologize for the short notice.

I expect to be available again from next Monday and will send specific times by Friday, if that works for you. I'm still very interested in the role.

Thank you for your patience, Kevin

When you can't predict your availability, it's fine to promise times by a specific date instead of offering them now. Then follow through.

#Conflict with another interview

If two companies end up in the same slot, move the one that was booked second, or whichever has more flexible options. You don't need to mention the other company.

Hi Jess,

I have a scheduling conflict that's come up for our Tuesday 10:00 a.m. call and wanted to let you know right away. Could we move it to Tuesday afternoon after 2:00 p.m. or Wednesday morning (Pacific Time)? I'm sorry for the change and appreciate your flexibility.

Best, Natalie

If you're regularly juggling clashes like this, read our guide on managing multiple interview processes for ways to sequence companies so overlaps happen less often.

#Travel delay for an in-person interview

Hi Laura,

My flight this morning was canceled, and the earliest replacement lands after our 1:00 p.m. interview. I'm very sorry. Would it be possible to switch to a video call at the same time, or reschedule the on-site to later this week? I can do any time Thursday or Friday.

Thank you, Omar

Offering a video option as an alternative can save the slot entirely.

#When the company reschedules on you

It happens often, and how you respond still counts. Reply promptly, stay gracious, and pick a new time quickly.

Hi Grace,

No problem at all, thanks for letting me know. Thursday at 3:00 p.m. ET works well for me. I'll look out for the updated invite.

Best, Tasha

If a company reschedules several times, it's reasonable to ask politely whether the role is still active and what the timeline looks like.

#Email, phone, or both?

For remote interviews with teams in other regions, double-check that your proposed new times make sense in their time zone too. Our guide to interviews across time zones explains how to write times so nobody gets confused.

#Mistakes to avoid when rescheduling

• Waiting until the last minute when you knew earlier. Notice is the single biggest factor in how it's received.
• Not proposing new times. "Can we reschedule?" with no options adds a round of emails.
• Over-explaining. Long stories sound like excuses.
• Rescheduling twice. If you must, acknowledge it directly and offer as much flexibility as you can.
• No-shows. Even a two-line message is far better than missing an interview without a word.

After the new time is set, send a quick confirmation and update your calendar. For more help at every stage of the process, browse our interview articles.