Quick answer: Say you need to reschedule in the first line, apologize once, and give two or three new time options in the same email. Don’t make the candidate ask what happened. A short, direct message sent as soon as you know beats a polished one sent a day late, and it rarely costs you the candidate if you handle it well.
What should you say when you need to reschedule?
Lead with the change, not an apology paragraph. Candidates want to know the new plan, not read three sentences of regret before they get there.
Subject: Change needed: your interview for [Job Title]
Hi [Name],
I need to move our interview on [original day/time]. Sorry for the short notice.
Here are a few times that work instead:
- [Option 1]
- [Option 2]
- [Option 3]
Let me know what suits you, or suggest another time if none of these fit.
[Your name]
[Company]That’s the whole template. No need to explain the internal reason in detail, a short honest line like “a scheduling conflict came up on our end” is enough.
How much notice is enough?
As much as you have, but even same-day notice is fine if you send it fast and personally instead of letting the candidate find out by just not hearing from you.
A day or two of notice is normal and most candidates won’t think twice about it. Same-day changes need a different tone, more direct and a bit more apologetic, because the candidate may have already rearranged their own day around the original time.
Subject: Sorry, need to move today's interview
Hi [Name],
I'm sorry for the short notice, but I need to move today's [Time] interview. Something came up on my end that I can't work around.
Could [New time, same day if possible] work instead? If not, I'm happy to find another day this week.
Again, sorry for the scramble.
[Your name]
[Company]What if the candidate is the one asking to reschedule?
Say yes without friction, and don’t make them explain themselves. People reschedule interviews for reasons that have nothing to do with their interest in the job.
Subject: Re: Your interview for [Job Title]
Hi [Name],
No problem at all. Here's what I have open:
- [Option 1]
- [Option 2]
- [Option 3]
Pick whichever works, and let me know if none of these fit your week.
[Your name]
[Company]A candidate who reschedules once isn’t a red flag. A candidate who reschedules three times with no explanation is worth a quick, honest check-in: “just want to make sure this is still a good time for you, happy to find a slot that actually works.”
Does rescheduling hurt your chances with a candidate?
Rarely, if you handle it well. What actually damages the relationship is a reschedule that arrives as a surprise, or one with no new time offered, leaving the candidate to do the work of chasing you down.
Candidates read how you handle a bump in the road as a preview of what working with you is like. A fast, honest reschedule message with real options is a better signal than a perfect first invite followed by silence when something changes. If you’re also catching up on the invite itself, interview invitation email covers what the original message should include so fewer reschedules are needed in the first place.
What if you need to reschedule more than once?
Call instead of emailing a third time. A second reschedule by email starts to read as disorganized even if it isn’t, and a two minute call fixes that impression fast.
Subject: One more change, sorry, let's just lock this in
Hi [Name],
I know this is the second time I've had to move our interview, and I'm sorry for that. Would a quick call work better to just agree on a time that sticks? I'm free [time windows], or you can call me at [number].
[Your name]
[Company]If the candidate stops responding after a reschedule request, that’s a different situation. Candidate no-show for an interview covers what to do when the silence goes the other way.
Keep the new time on the record, not just in an inbox
When you reschedule, update the calendar event rather than creating a second one, and make sure the candidate record reflects the new time so anyone looking at the pipeline sees the current plan. In Canvider, you reschedule in place and choose whether to notify the candidate. If you’ve connected a Google or Microsoft calendar (Pro and up), the event updates there too, and the candidate is re-notified only if you tick the inform invitees option, which is off by default. It’s worth sending the email above alongside the calendar change rather than assuming the system notified them for you.
Frequently asked questions
How do you politely ask to reschedule an interview as an employer?
Say it plainly in the first line, apologize once without overdoing it, and give two or three new time options in the same email so the candidate doesn't have to chase you for a new slot.
Is it unprofessional for an employer to reschedule an interview?
Not if it happens once and you give real notice. It becomes a problem when it happens repeatedly to the same candidate, or when the new time arrives as a surprise instead of a request.
How much notice should you give a candidate before rescheduling?
As much as you have. A day or two is normal and candidates expect it from time to time. Same-day changes happen, but they need a fast, personal message rather than a generic calendar update.