How to Reschedule a Job Interview (With Email Templates)

Last updated: January 2026

In this article: Stay Calm | Reschedule Quickly | Call First | Give a Reason | Apologize | Suggest Dates | Follow Up | Email Templates | FAQ

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You filled out the application, aced a phone screening, and scheduled your interview. Then you realize you can’t make it.

What will the hiring manager think? Will this kill your chances? Should you do everything possible to keep the original time, or is it better to reschedule?

The good news: rescheduling a job interview doesn’t have to derail your candidacy. Here’s exactly how to handle it professionally.

Don’t Panic

Hiring managers are people too. They understand that things happen. While you should always try to keep your original appointment, rescheduling isn’t a dealbreaker—as long as you handle it the right way.

Reschedule as Soon as Possible

Once you realize you need to reschedule, contact the hiring manager immediately. The sooner you reach out, the more professional and organized you’ll appear.

Even if you only think something might conflict—you’re waiting to hear back from childcare or trying to move another appointment—it’s better to reschedule now to a date you know works. Waiting until the last minute and giving late notice makes you look unreliable.

Call First

A phone call is the most direct way to reschedule. It’s also more personal when explaining your situation. When you call:

• Ask for the hiring manager or recruiter by name
• If they’re unavailable, get the name of the person you spoke with
• Note the date and time you called
• Follow up with an email to confirm

Give a Brief, Honest Reason

While you have a right to privacy, the hiring manager will wonder if your reschedule is a one-time issue or a red flag. Briefly and truthfully explain the situation.

Keep the explanation brief—one sentence is enough. The hiring manager doesn’t need your full medical history or a detailed account of your car problems.

Apologize Sincerely

A simple apology goes a long way. Even if the circumstances were completely out of your control, acknowledging the inconvenience shows professionalism and respect for the interviewer’s time.

You don’t need to over-apologize—one sincere “I apologize for any inconvenience” is sufficient.

Suggest Alternative Dates (The Sooner, the Better)

When you reschedule, come prepared with two or three alternative times. This shows initiative and keeps the process moving forward.

Tips for suggesting new dates:

• Offer times within the next few days, not weeks
• Try to match the same time of day as your original interview
• Be flexible—let them know you can adjust if needed
• Have your calendar open when you call

Don’t push the interview out two weeks or more—you risk being forgotten or replaced by candidates who interviewed sooner.

Follow Up with Email Confirmation

After your phone call, send a follow-up email that:

• Confirms the new interview date and time
• Thanks them for accommodating the change
• CCs any relevant parties (recruiter, HR coordinator)

This creates a paper trail and ensures everyone is on the same page.

Email Templates for Rescheduling

Follow-Up Email After Calling to Reschedule

Initial Email to Request Rescheduling

If you can’t reach anyone by phone, use this template:

Never Reschedule Twice

While rescheduling once is understandable, rescheduling your rescheduled interview is a serious red flag. At that point, most hiring managers will question your reliability and move on to other candidates.

Once you set the new date, treat it as unmovable. Block your calendar, arrange backup childcare, and give yourself extra travel time. Do whatever it takes to be there.

Looking for your next opportunity? Browse open positions on the Mediabistro job board.

Frequently Asked Questions

Is it bad to reschedule a job interview?

Rescheduling once is generally fine, as long as you give adequate notice, provide a valid reason, and handle it professionally. Most hiring managers understand that life happens. However, rescheduling multiple times or doing so at the last minute can hurt your candidacy.

How much notice should I give when rescheduling an interview?

Give as much notice as possible—ideally 24 to 48 hours or more. If something comes up the morning of, call immediately rather than waiting. Even a few hours’ notice is better than no-showing.

Should I call or email to reschedule an interview?

Call first if possible—it’s more direct and personal. Then follow up with an email to confirm the new date and time in writing. If you can’t reach anyone by phone, email is acceptable, but make sure to send it as early as possible.

What’s a good excuse to reschedule an interview?

Valid reasons include illness, family emergencies, car trouble, unavoidable work conflicts, or childcare issues. Keep your explanation brief and honest. You don’t need to share excessive details—a simple “due to a family emergency” or “due to illness” is sufficient.

Will rescheduling hurt my chances of getting the job?

Not if you handle it professionally. Give adequate notice, apologize sincerely, suggest alternative dates promptly, and absolutely show up for the rescheduled interview. Many successful candidates have had to reschedule at some point.