Interview no show follow up template.

Updated 5 October 2026

What should this message include?

Missed interviews have many causes, including a wrong time zone, a missed message, a technical problem or an emergency. A calm message gives the candidate a way back in.

• A short statement that you did not meet at the planned time.
• A neutral, kind tone with no blame.
• An offer to rebook, with two or three options or a reply-by date.
• A line that says what happens if you do not hear back.
• Who to contact, including for any adjustment needed.

Email template

Subject: We missed you at your [Role] interview

Hello [Candidate name],

We were expecting you at your interview for the [Role] position at [Company] on [Date] at [Time and time zone], and we were not able to meet. We hope everything is fine.

If you are still interested, we can arrange another time. Please reply by [Reply-by date] with a time that suits you, or use this link when you are ready: [Interview link]

If you need any adjustment to take part, tell us and we will help. If we do not hear from you by then, we will assume you are no longer interested and close your application.

Kind regards,
[Recruiter name]
[Company]

WhatsApp template

Hello [Candidate name], [Recruiter name] from [Company]. We missed you at your [Role] interview on [Date]. Is everything fine?

If you would still like to take part, reply with a time that suits you by [Reply-by date].

What should you change before sending?

• The number of chances: decide your policy in advance and apply it consistently to all candidates.
• The channel: use the one the candidate has replied on before, and a second if there was no reply.
• The wording of the last line: soften or remove it for senior candidates.
• Accessibility: keep the offer of adjustments, since a barrier may explain the absence.

Mistakes to avoid

• Assuming lack of interest and sending a blunt message.
• Offering endless reschedules, which wastes the interviewers' time.
• Contacting the candidate repeatedly in one day.