Job interviews are crucial milestones in any job search, especially for freshers stepping into the professional world. However, unforeseen circumstances—such as illness, transportation issues, or scheduling conflicts—may force you to reschedule an interview. While this might feel awkward or stressful, rescheduling an interview can be done professionally if handled correctly.

In this blog, we will walk you through the steps to reschedule an interview politely and provide tips and email examples to help you handle this situation with professionalism and confidence.

When and Why You Might Need to Reschedule an Interview

As a fresher, it’s important to be aware that unforeseen circumstances can arise, and sometimes rescheduling an interview is unavoidable. Here are some common reasons why you might need to reschedule:

• Illness: If you’re unwell, it’s better to reschedule rather than risk performing poorly or infecting others.

• Emergency: Personal emergencies, such as a family matter, require immediate attention.

• Schedule Conflicts: If you already have a prior commitment, such as an exam or another interview, you may need to request a new time.

• Transportation Issues: Unexpected delays in public transport or traffic problems can hinder your ability to arrive on time.

• Technical Difficulties: For virtual interviews, issues like internet failure or technical glitches may arise, requiring you to reschedule.

Rescheduling can be done professionally, as long as you handle it with respect, timeliness, and clear communication.

Steps to Reschedule an Interview Professionally

Here’s how to professionally reschedule an interview if you find yourself in a situation where you need to do so:

Step 1: Notify the Interviewer as Soon as Possible

As soon as you know you won’t be able to attend the interview at the scheduled time, notify the interviewer. Avoid waiting until the last minute—contact them as early as you can to show respect for their time.

Step 2: Use a Professional Tone

Keep your communication professional, polite, and concise. Express genuine regret for the inconvenience, but don’t over-apologize. Acknowledge the situation and offer an alternative.

Step 3: Suggest Alternative Times

If possible, provide alternative dates and times that work for you, showing flexibility. This makes it easier for the interviewer to reschedule you into their calendar.

Step 4: Be Honest

Be truthful about why you need to reschedule, whether it’s illness, an emergency, or another reason. You don’t need to go into too much detail, but a simple explanation will help the interviewer understand your situation.

Step 5: Thank the Interviewer

Always thank the interviewer for their understanding and flexibility. Showing gratitude maintains a positive relationship.

Best Practices for Rescheduling an Interview

To maintain a professional impression, here are some best practices to follow when rescheduling an interview:

• Be Prompt: Let the interviewer know as soon as you realize you need to reschedule. Last-minute cancellations can make it harder to find a new time.

• Keep It Brief: While it’s important to explain why you need to reschedule, don’t give too much information. A simple and direct explanation will suffice.

• Be Flexible: Offer multiple alternative time slots for rescheduling, and be flexible to accommodate the interviewer’s schedule.

• Confirm the New Time: Once a new time is agreed upon, confirm the updated interview details in your follow-up email.

How to Write a Rescheduling Email

When writing a rescheduling email, it’s important to remain polite, professional, and clear. Here's a breakdown of what to include:

Subject Line:

Use a clear subject line so the interviewer immediately knows the purpose of the email.

Examples:

• Subject: Request to Reschedule Interview – [Your Name]

• Subject: Interview Rescheduling Request – [Your Name]

Opening:

Politely address the hiring manager or interviewer.

Example:

• Dear [Interviewer’s Name],

Apologize and Explain:

Express your regret for needing to reschedule and briefly explain the reason without going into too much detail.

Example:

• “I apologize for the inconvenience, but due to [brief explanation, e.g., a scheduling conflict/illness], I am unable to attend the interview on [original date].”

Suggest New Times:

Offer a few alternative dates or time slots that work for you.

Example:

• “I was wondering if it would be possible to reschedule the interview. I am available on [alternative dates/times], but I am flexible and happy to work with your schedule.”

Thank the Interviewer:

Thank the interviewer for their understanding and flexibility.

Example:

• “Thank you for your understanding. I appreciate your time and look forward to the opportunity to interview with [Company Name].”

Closing:

End with a polite sign-off and your contact details.

Example:

• Best regards,
  [Your Full Name]
  [Your Contact Information]

Interview Rescheduling Email Examples for Freshers

Here are some examples to guide you through writing a professional interview rescheduling email:

Example 1: Rescheduling Due to Illness

Subject: Request to Reschedule Interview – Emily Clark

Dear Mr. Johnson,

I hope this message finds you well. I’m writing to apologize for any inconvenience, but unfortunately, I am feeling unwell and won’t be able to attend our scheduled interview on Thursday, October 7th at 10:00 AM.

Would it be possible to reschedule the interview? I am available on October 11th or 12th at any time, but I am also flexible to adjust to your schedule.

Thank you for your understanding, and I look forward to speaking with you soon.

Best regards,
Emily Clark
emilyclark@email.com
(555) 123-4567

Example 2: Rescheduling Due to a Scheduling Conflict

Subject: Interview Rescheduling Request – John Doe

Dear Ms. Smith,

Thank you again for inviting me to interview for the position of Junior Developer at XYZ Company. Unfortunately, I have a prior commitment on Tuesday, November 15th at 3:00 PM, and I am unable to attend at the scheduled time.

I would like to ask if it would be possible to reschedule the interview. I am available on November 17th or 18th in the afternoon. Please let me know if any of these times work for you.

I apologize for the inconvenience and appreciate your flexibility. Thank you for considering my request, and I look forward to meeting you soon.

Best regards,
John Doe
johndoe@email.com
(555) 987-6543

Example 3: Rescheduling a Virtual Interview Due to Technical Issues

Subject: Request to Reschedule Virtual Interview – Sarah Lee

Dear Mr. Williams,

I hope you’re doing well. I’m writing to inform you that I am experiencing technical difficulties with my internet connection, which may affect our scheduled virtual interview on Monday, August 22nd at 11:00 AM.

I was hoping to request a reschedule for the interview. I am available on August 23rd or 24th at any time. Please let me know if either of these times works for you, or feel free to suggest another time that’s convenient for you.

Thank you for your understanding. I look forward to the opportunity to interview with [Company Name].

Kind regards,
Sarah Lee
sarahlee@email.com
(555) 654-3210

Conclusion

Rescheduling an interview may seem daunting, especially as a fresher, but it’s a situation that can be handled smoothly with clear communication and professionalism. Always notify the interviewer as soon as possible, provide an explanation, and offer alternative times for the interview. Keep your tone polite and grateful to maintain a positive impression.

By following the tips and email examples in this guide, you can reschedule an interview confidently and demonstrate that you are professional and reliable—even in challenging situations.