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Interview Letter for Rescheduled Interview - Examples, How to Write & Tips

Discover how to craft an effective interview letter for rescheduling interviews, including key components, tips, and the importance of clear communication in the hiring process.

Editorial Team Nov 17, 2025 9 min Updated Nov 17, 2025

Interview Letter for Rescheduled Interview

The Interview Letter for Rescheduled Interview is a crucial document that communicates changes in the timing or location of a previously arranged interview. This letter ensures that both the interviewer and the candidate are aligned on the new details, fostering clear communication and maintaining a professional relationship throughout the hiring process.

Looking for more examples like this? Explore the Interview Letters for additional letter templates and guidance.

What Is a Interview Letter for Rescheduled Interview?

Interview Letter for Rescheduled Interview sample letter

An Interview Letter for a Rescheduled Interview is a formal communication that notifies a candidate about changes to their originally scheduled interview. This letter typically outlines the reasons for the rescheduling, provides the new date and time for the interview, and expresses appreciation for the candidate's understanding and flexibility.

The tone of the letter is professional and courteous, ensuring that the candidate feels valued despite the changes. It reinforces the company’s interest in the candidate while maintaining clear communication about the logistics of the interview process. Overall, this letter serves to facilitate a smooth transition and keep the candidate informed.

Purpose & Importance of Interview Letter for Rescheduled Interview

An Interview Letter for a Rescheduled Interview serves to formally notify candidates of a change in their interview schedule while maintaining professionalism and clarity.

  • Subject Line: Clearly state "Rescheduled Interview" to grab attention immediately.
  • Apology: Begin with a brief apology for any inconvenience caused by the change in schedule.
  • New Date & Time: Provide the specific details of the rescheduled interview, including date, time, and format (in-person or virtual).
  • Confirmation Request: Ask the candidate to confirm their availability for the new schedule to ensure clarity.
  • Contact Information: Include a contact method for any questions or further communication regarding the rescheduling.

When Should You Write a Interview Letter for Rescheduled Interview ?

  1. Unexpected Illness - When a candidate falls ill on the day of the scheduled interview, they should promptly write a rescheduling letter to inform the interviewer and request a new date.
  2. Personal Emergency - If a personal emergency arises, such as a family issue or accident, the candidate should communicate their situation through a rescheduling letter, expressing the need to postpone the interview.
  3. Scheduling Conflict - When a candidate discovers a prior commitment that overlaps with the interview time, they should send a rescheduling letter to propose alternative dates for the interview.
  4. Travel Issues - If unforeseen travel problems, such as flight cancellations or vehicle breakdowns, prevent a candidate from attending the interview, a rescheduling letter is necessary to explain the situation and suggest new times.
  5. Job Offer Acceptance - In cases where a candidate receives an unexpected job offer that requires immediate attention, they may need to reschedule interviews with other companies, necessitating a letter to inform them of the change.
  6. Miscommunication on Timing - If a candidate realizes there was a misunderstanding regarding the interview time or date, they should send a rescheduling letter to clarify and confirm a new appointment.
  7. Technical Issues for Virtual Interviews - For candidates scheduled for a virtual interview who experience technical difficulties, such as internet outages, they should communicate through a rescheduling letter to find a more suitable time.
  8. Change in Interview Format - When a candidate learns that the interview format has changed (e.g., from in-person to virtual) and is not prepared for the new format, they should write a rescheduling letter to express their need for an adjustment.

Format of a Interview Letter for Rescheduled Interview

When crafting a letter to reschedule an interview, it's important to maintain professionalism and clarity. Below is a recommended structure to help you create an effective rescheduled interview letter.

  1. Subject Line

    Clearly state the purpose of the email in the subject line, such as "Request to Reschedule Interview" or "Interview Rescheduling Request." This helps the recipient understand the intent of your message right away.

  2. Salutation

    Address the recipient formally using their title and last name (e.g., "Dear Mr. Smith"). If you do not know their name, "Dear Hiring Manager" is an acceptable alternative.

  3. Introduction

    Begin with a brief introduction of yourself and mention the position you applied for. Thank the interviewer for the opportunity to interview.

  4. Reason for Rescheduling

    Clearly state the reason for needing to reschedule the interview. Be honest yet concise, and avoid providing excessive detail.

  5. Proposed New Dates and Times

    Offer two or three alternative dates and times when you are available for the interview. This shows flexibility and willingness to accommodate the interviewer's schedule.

  6. Closing Statement

    Express your continued interest in the position and appreciation for their understanding. Reiterate your eagerness to discuss your qualifications in the rescheduled interview.

  7. Sign-Off

    Close the letter formally with a sign-off such as "Sincerely" or "Best regards," followed by your full name and contact information.

Sample Interview Letter for Rescheduled Interview

Explore five complete scenarios with fully written letters you can adapt immediately.

Interview Letter for Rescheduled Interview - Sample 1

Interview Rescheduling Confirmation for Sarah Thompson

A candidate's initial interview was postponed due to a scheduling conflict.

March 15, 2023

HR Department
Tech Innovations Inc.
1234 Innovation Drive
San Francisco, CA 94105

Ms. Sarah Thompson
456 Elm Street
Los Angeles, CA 90001

Dear Ms. Thompson,

We hope this message finds you well. We are writing to confirm the rescheduling of your interview for the Software Engineer position at Tech Innovations Inc. We apologize for the inconvenience caused by the previous cancellation due to a scheduling conflict on our end.

Your interview has been rescheduled for March 22, 2023, at 2:00 PM PST. It will take place at our headquarters located at the address listed above. Please arrive 10 minutes early and bring a copy of your resume along with any questions you may have for us.

We appreciate your understanding and flexibility, and we look forward to meeting you soon to discuss your qualifications and potential contributions to our team.

Best regards,

John A. Smith
Hiring Manager
Tech Innovations Inc.
(555) 123-4567
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Interview Letter for Rescheduled Interview - Sample 2

Interview Rescheduling Confirmation

The candidate was unable to attend the initial interview due to a medical emergency.

March 15, 2023

John Smith
123 Maple Street
Springfield, IL 62704

Human Resources Department
Tech Innovations Inc.
456 Elm Avenue
Springfield, IL 62704

Dear Mr. Smith,

I hope this message finds you well. We are writing to follow up regarding your interview originally scheduled for March 10, 2023, for the Software Developer position at Tech Innovations Inc. We understand that you were unable to attend due to a medical emergency, and we sincerely hope you are feeling better now.

We would like to offer you the opportunity to reschedule your interview at a time that is convenient for you. Please let us know your availability over the next two weeks, and we will do our best to accommodate your schedule. We are looking forward to discussing your qualifications and the potential for you to join our team.

Thank you for your understanding, and we appreciate your interest in joining Tech Innovations Inc. Please feel free to reach out if you have any questions or require further assistance.

Warm regards,

Emily Johnson
HR Manager
Tech Innovations Inc.
(555) 123-4567
[email protected]
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Interview Letter for Rescheduled Interview - Sample 3

Interview Rescheduling Request for Marketing Assistant Position

The candidate had a scheduling conflict due to a family emergency.

March 15, 2023

Emily Thompson
Human Resources Manager
Innovate Marketing Solutions
123 Business Rd.
New York, NY 10001

Dear Ms. Thompson,

I hope this message finds you well. I am writing to discuss the interview for the Marketing Assistant position originally scheduled for March 10, 2023. Unfortunately, due to an unforeseen family emergency, I was unable to attend.

I sincerely apologize for any inconvenience this may have caused and would greatly appreciate the opportunity to reschedule our meeting. I remain very enthusiastic about the possibility of joining Innovate Marketing Solutions and contributing to your team.

If possible, I am available for an interview on March 22, 23, or 24, 2023. However, I am more than willing to accommodate your schedule to ensure we can connect at a convenient time.

Thank you for your understanding and flexibility regarding this matter. I look forward to your response.

Warm regards,

Samantha Miller
[Your Phone Number]
[Your Email Address]
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Interview Letter for Rescheduled Interview - Sample 4

Interview Rescheduling Confirmation for John Smith

The candidate requested to reschedule due to a family emergency.

March 15, 2023

Human Resources Department
Tech Innovations Inc.
1234 Innovation Way
Tech City, CA 98765

John Smith
456 Elm Street
Tech City, CA 98765

Dear Mr. Smith,

I hope this message finds you well. We understand that unforeseen circumstances can arise, and we appreciate your prompt communication regarding your need to reschedule your interview for the Software Developer position.

We have successfully rescheduled your interview for Wednesday, March 22, 2023, at 10:00 AM. The interview will take place at our headquarters located at 1234 Innovation Way, Tech City, CA 98765. Please confirm your availability for this new date and time at your earliest convenience.

Thank you for your understanding, and we look forward to meeting with you soon. Should you have any further questions or require additional assistance, please do not hesitate to reach out.

Warm regards,

Emily Johnson
Human Resources Manager
Tech Innovations Inc.
(555) 123-4567
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Interview Letter for Rescheduled Interview - Sample 5

Interview Letter for Rescheduled Interview

The candidate fell ill and requested a new interview date.

March 15, 2023

Jane Smith
Human Resources Manager
Innovate Tech Solutions
123 Innovation Drive
Tech City, CA 90210

Mr. John Doe
456 Elm Street
Springfield, IL 62701

Dear Mr. Doe,

I hope this message finds you well. I am writing to follow up regarding your recent interview scheduled for March 10, 2023, which we had to postpone due to your unexpected illness. We appreciate your communication and hope you are feeling better.

We would like to reschedule your interview for the Software Developer position at Innovate Tech Solutions. Please let us know your availability for the following dates: March 20, 2023, or March 22, 2023. We are eager to discuss your qualifications and how they align with our team's goals.

Thank you for your understanding and flexibility. We look forward to your response and hope to meet with you soon.

Best regards,

Jane Smith
Human Resources Manager
Innovate Tech Solutions
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Tips to Write an Effective Interview Letter for Rescheduled Interview

  • Address promptly: Send the letter as soon as you know the need to reschedule.
  • Be concise: Keep the letter brief and to the point, focusing on key details.
  • Express gratitude: Thank the interviewer for their understanding and flexibility.
  • State the reason: Provide a brief explanation for the rescheduling, if appropriate.
  • Propose alternatives: Suggest two or three new dates and times for the interview.
  • Use a professional tone: Maintain a formal and respectful tone throughout the letter.
  • Reconfirm interest: Reiterate your enthusiasm for the position and the opportunity.
  • Check your details: Ensure all contact information is accurate and up-to-date.
  • Follow up: Indicate your willingness to confirm the new date as soon as possible.
  • Proofread: Review for grammatical errors and typos to ensure professionalism.
  • Use a clear subject line: Include “Rescheduling Interview” in the subject line for clarity.
  • Keep it formal: Use a formal salutation and closing to maintain professionalism.
  • Be flexible: Show willingness to accommodate the interviewer's schedule as well.
  • Stay positive: Convey a positive attitude throughout the letter.
  • Maintain a personal touch: If possible, mention something specific from previous interactions.

Common Mistakes to Avoid in Interview Letter for Rescheduled Interview

  • Failure to Clearly State the Purpose - Not explicitly mentioning that the letter is about rescheduling can lead to confusion for the recipient.
  • Lack of Professional Tone - Using informal language or a casual tone may come across as unprofessional, potentially damaging your image.
  • Inadequate Apology or Explanation - Skipping an apology for the inconvenience or not providing a brief explanation for the rescheduling can appear inconsiderate.
  • Not Providing Alternative Dates - Failing to suggest new dates and times for the interview can prolong the rescheduling process and inconvenience the interviewer.
  • Ignoring the Original Interview Details - Not referencing the original interview date and time may cause confusion and make it difficult for the interviewer to track the changes.
  • Overly Lengthy Message - Being excessively verbose can dilute the main message; keeping the letter concise helps maintain clarity.
  • Neglecting to Confirm Availability - Not asking if the proposed new dates work for the interviewer can lead to further scheduling conflicts.
  • Typos and Grammatical Errors - Errors in spelling or grammar can undermine professionalism and attention to detail, potentially leaving a negative impression.

Subject Line Examples for Interview Letter for Rescheduled Interview

  • Important: Your interview has been rescheduled
  • Update: New date and time for your interview
  • Your interview rescheduling details are here
  • We've rescheduled your interview – please confirm
  • Change of plans: Your interview has a new date
  • Rescheduled interview notification – take note
  • New interview schedule: Please review the details
  • Don't miss it: Your interview is now on a different date
  • Action needed: Confirm your rescheduled interview
  • Your interview reschedule is confirmed – read more
  • New interview time confirmed – please check
  • Rescheduled interview: What you need to know
  • Your interview date has changed – details inside
  • Rescheduled interview: We look forward to meeting you
  • Attention: Changes to your interview schedule
  • Updated interview information – please review

Useful Phrases & Lines for Interview Letter for Rescheduled Interview

Opening Lines

  • Dear [Candidate's Name],
  • We hope this message finds you well.
  • Thank you for your interest in the [Position Title] at [Company Name].
  • We appreciate your flexibility regarding the interview schedule.
  • We would like to inform you that we need to reschedule your interview originally set for [Original Date and Time].

Body Lines

  • The new date and time for your interview will be [New Date and Time].
  • Please confirm your availability for the proposed schedule.
  • If the new time does not work for you, let us know your preferred times, and we’ll do our best to accommodate.
  • We are looking forward to discussing your qualifications and experience in more detail.
  • Thank you for your understanding and patience during this process.

Closing Lines

  • We are excited to learn more about you and your potential contributions to our team.
  • If you have any questions, please feel free to reach out.
  • Looking forward to hearing from you soon.
  • Sincerely,
  • [Your Name]
  • [Your Position]
  • [Company Name]
  • [Contact Information]

FAQs about Interview Letter for Rescheduled Interview

What is a rescheduled interview letter?

A rescheduled interview letter is a formal communication sent to candidates to inform them of a change in their interview date or time. It ensures candidates are aware of the new schedule and can adequately prepare for the interview.

When should I send a rescheduled interview letter?

Send a rescheduled interview letter as soon as you know the need for a change. This allows candidates sufficient time to adjust their schedules and reflects professionalism and respect for their time.

What should I include in a rescheduled interview letter?

Include the new interview date and time, location (if applicable), a brief explanation for the change, and any other relevant details. Maintain a polite and professional tone throughout the letter.

How do I address the candidate in a rescheduled interview letter?

Address the candidate formally, using their preferred name and title. For example, start with "Dear [Candidate's Name]," to create a respectful and professional tone in your communication.

Can I apologize in a rescheduled interview letter?

Yes, it is appropriate to include a brief apology for any inconvenience caused by rescheduling. This demonstrates empathy and professionalism, helping to maintain a positive relationship with the candidate.

Is it necessary to confirm the new interview time with the candidate?

Yes, it's important to ask the candidate to confirm their availability for the new interview time. This ensures mutual agreement and helps prevent any further scheduling conflicts.

In conclusion, by applying the guidance outlined for your Rescheduled Interview Letter, you position yourself as a proactive and considerate candidate, reinforcing your commitment to the opportunity at hand. Crafting a well-structured and respectful letter not only showcases your professionalism but also leaves a lasting positive impression on potential employers. Embrace this chance to effectively communicate your adaptability and enthusiasm, and take the next step towards securing your desired position with confidence. Your future success starts with the right approach—seize the moment and make your application stand out.

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