All HR email templates
Scheduling
Interview Reschedule Email Template
An email requesting or acknowledging a reschedule of a confirmed interview. Should be apologetic (if company-initiated), prompt, and offer immediate alternatives.
Default templateCandidate-initiated reschedule acknowledgment
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Rescheduling your interview — [JOB_TITLE] at [COMPANY_NAME]
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Hi [CANDIDATE_FIRST_NAME],
I hope you're well. Unfortunately, I need to reach out about a scheduling conflict that has come up on our end for your interview on [ORIGINAL_DATE].
I sincerely apologise for any inconvenience this causes. We'd love to reschedule and suggest the following alternative times:
• [OPTION 1: DATE, TIME, TIMEZONE]
• [OPTION 2: DATE, TIME, TIMEZONE]
• [OPTION 3: DATE, TIME, TIMEZONE]
If none of these work for you, please let me know your availability and we'll find a time that suits.
Again, I'm sorry for the disruption — we remain very interested in speaking with you and appreciate your flexibility.
Best regards,
[RECRUITER_NAME]
[COMPANY_NAME]
Variant: Candidate-initiated reschedule acknowledgment
Re: Rescheduling — [JOB_TITLE] interview
Hi [CANDIDATE_FIRST_NAME],
No problem at all — thank you for letting us know in advance.
Here are some alternative times that work for us:
• [OPTION 1: DATE, TIME, TIMEZONE]
• [OPTION 2: DATE, TIME, TIMEZONE]
• [OPTION 3: DATE, TIME, TIMEZONE]
Just let me know which works best for you and I'll send a new invite straight away.
Best,
[RECRUITER_NAME]
Customisation Tips
- Always offer at least 3 alternative time slots — makes it easy to confirm quickly
- Be genuinely apologetic — candidates notice when reschedule messages feel automated
- Confirm the new time promptly once agreed — send an updated calendar invite immediately
- If rescheduling more than once, consider a personal phone call instead of another email
Placeholders
Replace all items in [SQUARE BRACKETS] with the relevant information before sending.
[CANDIDATE_FIRST_NAME]
[COMPANY_NAME]
[JOB_TITLE]
[RECRUITER_NAME]
[DATE]
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