Message templates
Interview reschedule email template.
Updated 5 October 2026
Send a reschedule message as soon as you know the original time will not work. State plainly that the interview is moving, apologise if the change is yours, offer two or three new options, say which time you have cancelled, and give a reply-by date.
What should this message include?
The candidate has probably arranged their day around the first slot. Respect that by being direct and offering real choices.
- A clear statement that the original time is cancelled.
- A short, honest reason if the change comes from your side, with no excuses.
- Two or three new options with the time zone written out.
- A reply-by date and a simple way to pick a slot.
- A new joining link if the old one will no longer work.
Email template
Subject: New time for your [Role] interview at [Company] Hello [Candidate name], We need to move your interview for the [Role] position that was planned for [Date]. We are sorry for the change. Here are some new options: 1. [Date], [Time and time zone] 2. [Date], [Time and time zone] 3. [Date], [Time and time zone] Please reply with the option that suits you by [Reply-by date]. If none of them work, send us times that do and we will fit in with you. The joining link for the new time will be: [Interview link] Thank you for your flexibility. Kind regards, [Recruiter name] [Company]
WhatsApp template
Hello [Candidate name], [Recruiter name] from [Company]. We need to move your [Role] interview and we are sorry for the change. New options: 1. [Date], [Time and time zone] 2. [Date], [Time and time zone] Please reply with the one that suits you by [Reply-by date], or send another time.
What should you change before sending?
- Who asked for the change: if the candidate asked, replace the apology with a thank you for letting you know.
- The number of options: offer fewer for urgent roles and more for senior candidates.
- The deadline: keep it short enough that the slot is not lost.
- Accessibility: invite the candidate to mention any adjustment needed for the new time.
Mistakes to avoid
- Moving the interview without confirming that the old slot is cancelled.
- Offering options that are all within a few hours, which fail if the candidate is at work.
- Rescheduling several times without acknowledging the inconvenience.