Interviewing

How to Professionally Reschedule a Job Interview Without Destroying Your Chances

Lauren Hamer

Professional Resume Writer, Career Writer and Career Coach


You’ve practiced answering common interview questions and refined your “greatest weakness.’ Nothing can stop you until BAM! The flu hits your household. Or you ran over a nail and popped a tire en route to the interview. When you need to pivot, there’s a good, better, and best way to reschedule a job interview. Here’s how to do it professionally, so you can nail the gig when the timing is right. 

Is It Okay to Reschedule a Job Interview, and Will It Lessen Your Chances?

A reasonable employer will understand the need to reschedule a job interview. Things come up; emergencies happen — just don’t make it a habit. Needing to do so once is understandable. But flake on plans more than once, and you’ll seem unreliable.

It’s important to remember that the employer needs to fill the open role quickly. So, if you do need to reschedule your conversation or meeting, know there’s a risk that they can’t (or won’t) accommodate the switch. 

That said, few recruiters will view the rescheduling as unprofessional — if you have a valid reason for it and follow some common courtesy best practices throughout the process.

Good resume summary example

It’s Okay to Reschedule When You Have These Reasons

Look, if you have to reschedule, then you have to reschedule. What you deem as “reasonable” in these instances is up to you. Some of the most commonly accepted reasons for rescheduling an interview include: 

  • Your health: Severe sickness can affect your ability to interview properly, and you risk infecting those around you. Use your discretion here. By all means, cancel if you’ve contracted Covid-19 or have a fever. But if you’ve got a minor headache — you’ll probably want to buckle down and interview as planned.
  • Transportation hiccups: Not “having a ride” doesn’t count — especially if the interview was planned far enough in advance for you to make accommodations. Your interviewer will be more understanding of unexpected happenings, like getting into an accident on the way (I’ve been there, sadly) or getting a flat tire while en route.
  • A serious work obligation: If you’re interviewing while employed by someone else, let the hiring manager know that the date is tentative until you can confirm the time off. A last-minute fire at work would be an acceptable reason to reschedule, especially if being notably absent tips your hand about looking for another job.
  • A personal or family emergency: Quite frankly, you should think twice about pursuing a job opportunity with any employer who doesn’t respond compassionately to an emergency. What does that say about their culture? For example, unfortunate events like a family death or a sudden child or pet injury are all reasonable rescheduling events.
  • Bad weather: If severe weather makes traveling to an on-site interview treacherous, let your interviewer know. They are likely experiencing the same conditions in their neighborhood, too. If the weather hasn’t affected your WiFi or power, offer to interview via telephone or video chat to avoid any delays. 
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It’s NOT Okay to Reschedule For These Reasons

If you choose to reschedule a job interview for any of these reasons, you might ruin your chances of interviewing altogether.

  • You were about to be late. In this instance, the better option is to keep the appointment, notify the interviewer that you’re running late, and give an estimated arrival time. If an unexpected event (like the ones mentioned above) will cause you to be more than 15 minutes late, kindly ask to reschedule.
  • You forgot. Nope, just don’t even admit it to the team. Cut your losses, sync a calendar to your phone, and move on.
  • You couldn’t decide if you really wanted the job. Whether you reschedule or delay one interview for another is a choice you’ll have to make and be comfortable with. Just know that recruiters aren’t likely to consider you for future opportunities on their teams if you were wishy-washy about this one.
  • You weren’t prepared. No, this is not a valid excuse either. When you commit to searching for a job, you commit to the time it takes to adequately prepare for an interview. If you don’t have the time to allot right now, consider launching your job search when you’re ready.
  • You couldn’t find a last-minute babysitter. Working parents are under a lot of stress, but employers who’ve given you enough notice expect you to be prepared for their meeting. If you think this could be an issue during your search, schedule your interviews a few days out to give you enough time to find childcare.

How to Reschedule a Job Interview Professionally

If you have to reschedule a job interview, here are a few tips for doing it with grace.

Give as much notice as possible.

The earlier, the better. If you’ve been communicating through email, send an email as soon as possible. Your interviewer will appreciate the heads up. If you’ve been primarily chatting on the phone, call to reschedule. 

Ask to reschedule in the first few seconds.

After greeting your contact, state plainly that you need to reschedule within the first two sentences of your email. This ensures the recipient can learn of your request by reading just the preview text most email platforms show for incoming messages. Plus, they’re less likely to miss it if they skim your email. Don’t be vague. If you need to reschedule, say so rather than hint that you might miss the meeting. 

Apologize and explain your reason

Without going into detail, give a simple descriptor explaining why you need to reschedule. Keep your explanation brief — just a sentence or less is usually enough to convey a family emergency or sickness and give your interviewer some context. 

Provide possible alternative dates

In the next sentence, suggest a few times or days that you’re available to discuss the position — the sooner, the better. Aim for three to four new times, accounting for any time zone differences or other obligations that could prevent you from showing up a second time.

Express enthusiasm for the job

Lastly, clarify that your need to reschedule hasn’t changed your interest in the position. Explain that you’re eager and excited to learn more about the role, and restate why you feel you’re worth talking to. Briefly. 

Proofread the email

Don’t click send before proofreading the email. Check for typos, grammar, and tone. Triple-check the time slots you’ve provided as alternatives to ensure this is the one and only email you’ll need to send regarding this topic.

Should You Do It Over the Phone or by Email?

To determine how to make your request, stick with your primary method of communication up to this point. If you’ve been communicating via email, send an email. If you’ve been talking on the phone, call them. These days, most interview communications happen over email. So, writing a concise and professional email should work in most cases. 

If time is of the essence, consider reaching out by phone. If you reschedule over the phone, follow up with an email confirming your rescheduling request and summarizing the next steps and/or the agreed-upon interview time. Busy hiring managers will appreciate your efforts to organize plans in writing. It also affords you a second chance to reiterate your enthusiasm for the position. 

Phone Scripts for This Purpose

Hi [Name of Interviewer],

You: This is [Your Name], I have an interview scheduled with you at [date/time]. I’m calling because, unfortunately, I need to reschedule our chat for [this afternoon, tomorrow, or next week]. I [reason you need to reschedule the interview].

Them: [Interviewer response]

You: I’m so sorry for the last-minute notice. Please know that I am still enthusiastic about this opportunity at [company] and want to reschedule as soon as possible. Will [date/time] or [date/time] work for you? 

Them: [Interviewer response] 

You: Great! Thank you for understanding, [Name of Interviewer]. I look forward to talking to you then. Thanks again.

Here’s how this might sound in action:

Hi Joe,

You: This is Lauren, I have an interview scheduled with you today at 10 a.m. I’m calling because, unfortunately, I need to reschedule our chat for tomorrow or another day later this week. My daughter has come down with a fever, and we’re heading to the doctor’s office now.

Them: I hope your daughter feels better soon. Yes, let’s reschedule. 

You: I’m so sorry for the last-minute notice. Please know that I am still enthusiastic about this opportunity at Job/Searcher and want to reschedule as soon as possible. Will tomorrow at 10 a.m. or Thursday at 2 p.m. work for you? 

Them: Tomorrow would be great.

You: Great! Thank you for understanding, Joe. I look forward to talking to you then. Thanks again.

Example Emails & Templates for Rescheduling a Job Interview

Hi [Name of Interviewer],

Unfortunately, I’ll need to reschedule our chat about [position]. I [reason you need to reschedule the interview]. Can we please reschedule this interview for a later date?

I’m so sorry for the last-minute notice. Please know that I am still enthusiastic about this opportunity at [company] and hope we can connect soon to chat about my [experience].

Here are a few new times I am available to chat:

  • Date, Time, Timezone
  • Date, Time, Timezone
  • Date, Time, Timezone
  • Date, Time, Timezone

If none of these times work for you, please suggest some alternative times, and I’ll make it work. Thank you for understanding, [Name of Interviewer].

Talk soon,

[Your name]

Here’s what this looks like in action. 

Hi Joe, 

Unfortunately, I’ll need to reschedule our chat about the Lead UX Designer position. My daughter has come down with a fever, and we’re on our way to visit the doctor. Can we please reschedule this interview for a later date?

I’m so sorry for the last-minute notice. Please know that I am still enthusiastic about this opportunity at Job/Searcher and hope we can connect soon to chat about my UX design experience.

Here are a few new times I am available to chat:

  • Tuesday, 8/1 at 11 a.m. EST
  • Tuesday, 8/11 at 2 p.m. EST
  • Wednesday, 8/12, between 9 a.m. and 3 p.m. EST
  • Thursday, 8/13, between 10 a.m. and 4 p.m. EST

If none of these times work for you, please suggest some alternative times, and I’ll make it work. Thank you for understanding, Joe.

Talk soon,

Lauren Hamer

Final Thoughts

When roadblocks occur, how you handle missteps tells an interviewer all they need to know about your professionalism, organization, and enthusiasm. Rescheduling an interview for legitimate reasons is hardly the end of the world. Handle the situation tactfully, but also pay attention to how the company responds. Your goal is to work for a company that balances both work and life. If you commit to remaining professional at all times, the company should grant you the same courtesy.

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