Life happens—and sometimes it happens right before a job interview. Whether it’s a sudden cold, a family emergency, or an unavoidable scheduling conflict, there are moments when rescheduling an interview becomes a necessity rather than a choice.
But here’s the truth: it’s not just what you say when asking to reschedule, it’s how you say it. A well-worded, professional excuse can preserve your opportunity, while a vague or careless message might raise red flags.
This article will walk you through how to reschedule a job interview gracefully, using polite and professional excuses that hiring managers actually understand. You’ll also learn what to say, what not to say, and how to keep your reputation (and your job prospects) intact—even when life throws you a curveball.
General Rules for Rescheduling an Interview
Rescheduling an interview isn’t ideal—but when handled correctly, it doesn’t have to hurt your chances. The key is knowing when it’s appropriate to request a change, and how to do it without raising concerns about your commitment or professionalism.
So, when is it okay to reschedule? Valid reasons include illness, family emergencies, scheduling conflicts with your current job, or technical issues during virtual interviews. On the other hand, rescheduling because you “don’t feel ready” or “forgot” sends the wrong message unless explained sincerely and respectfully.
Before you hit send on a reschedule request, follow these three golden rules:
Notify early – The more advance notice you give, the more understanding the recruiter will be.
Offer alternatives – Suggest a few new time slots instead of asking them to rework their entire schedule.
Apologize sincerely – A polite, honest tone can make a world of difference in how your message is received.
Handled with care, rescheduling can show you’re thoughtful and professional—not careless or unreliable.
The Top 5 Personal Excuses
Sometimes life outside of work takes priority—and that’s okay. When handled professionally, personal excuses can be just as valid as professional ones. Here are five commonly accepted personal reasons for rescheduling an interview, along with how to frame them without damaging your chances.
1. Minor health issues
Saying “I’m feeling under the weather and don’t want to risk spreading anything” shows responsibility, especially in a post-COVID world. It also subtly communicates that you’re considerate of the interviewer’s time and health.
2. Family emergency
You don’t have to overshare. A simple “A close relative has had a medical issue and I need to be there for them” demonstrates your priorities without sounding like an excuse. Keep the tone respectful and sincere.
3. Childcare responsibilities
Unexpected changes in childcare happen. Let them know: “My childcare arrangements unexpectedly fell through today. I’d love to reschedule and still have the opportunity to speak with you.”
4. A pre-existing appointment
Whether it’s a medical procedure or a legal obligation, prior commitments are understandable. Say: “I realized I have a previously scheduled appointment I can’t move. I apologize for the oversight and would love to find a new time.”
5. Feeling mentally unprepared
This is trickier, but honesty can go a long way: “I’d like to reschedule so I can better prepare and give you my best during our conversation.”
💡 If you’re feeling unprepared, try using tools like Sensei AI to run through a few mock questions before rescheduling. It helps reduce the anxiety for next time.
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Professional Excuses That Work
When your current job throws a curveball, hiring managers are usually understanding—as long as you're clear and respectful. Here are five professional excuses that hiring teams typically accept:
1. Conflict with current job responsibilities
Saying something like “I’m currently involved in a time-sensitive project at work and need to shift our interview” shows dedication to your role, which many employers admire.
2. Unexpected work travel or meetings
Last-minute travel happens, especially in client-facing or managerial roles. Try: “An urgent client visit has just been scheduled, and I’ll be traveling during our interview time. Could we reschedule?”
3. Overlap with another interview
Honesty works, but keep it professional: “I’ve realized I have another commitment during that time slot. Would it be possible to find another mutually convenient time?”
4. Last-minute client or team obligations
Team emergencies or client escalations are part of many roles. Say: “A high-priority client meeting has been scheduled that I can’t miss. I’d love to reconnect at a better time.”
5. System or tech failure during virtual interviews
No one wants to sit through a video call with a frozen screen. If your camera breaks or your internet dies, try: “I experienced some technical issues that would have disrupted our conversation. May I reschedule when everything is stable?”
These professional excuses not only show that you’re serious about your current role—they also reflect well on how you’d handle responsibilities at your next one.
External or Logistical Excuses
Sometimes, despite your best intentions, circumstances beyond your control can interfere with your interview. These external or logistical issues are generally well understood by hiring managers—just be sure to communicate them promptly and respectfully.
1. Transportation delays
Whether it’s a missed flight, train delays, or car trouble, transportation issues can derail your day. Try: “Due to unexpected travel delays, I’m unable to make our scheduled time. I apologize for the inconvenience and hope we can reschedule soon.”
2. Internet or platform issues
Tech hiccups happen, especially with remote interviews. If Zoom crashes or your Wi-Fi cuts out, explain it simply: “Unfortunately, I’ve encountered some technical issues on my end that would impact the quality of our conversation.”
3. Bad weather or natural disruptions
Storms, floods, or even wildfires can make attendance unsafe or impossible. Keep it straightforward: “Severe weather conditions have made it difficult to attend the interview at the planned time. I hope to reconnect once it clears.”
4. Power outage or electrical problems
When the lights go out, so do your devices. Let them know: “We’re experiencing a power outage that’s affected my ability to join virtually. I sincerely apologize and would appreciate the chance to reschedule.”
5. Time zone confusion
It happens more often than you'd think—especially in global hiring. Say: “It appears I misunderstood the time zone. I’m terribly sorry for the oversight and would be grateful for another opportunity.”
💡 For virtual interviews, Sensei AI’s real-time assistant can help you stay calm and focused if rescheduling isn’t possible—but having a backup plan is always smart.
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How to Say It Right (with Sample Email Templates)
The excuse itself is only half the equation—how you deliver it makes all the difference. You want to be clear, polite, and show your continued interest in the opportunity. Below are three sample email templates tailored to different scenarios. Each one includes an apology, a positive tone, and a proposed alternate time.
Template 1: Personal Reason
Subject: Request to Reschedule Interview
Dear [Interviewer's Name],
I hope you’re doing well. Unfortunately, due to a personal matter that requires my immediate attention, I’m unable to attend our scheduled interview on [original date and time].
I deeply apologize for any inconvenience caused. I remain very enthusiastic about the opportunity and would greatly appreciate the chance to reschedule at a time convenient for you.
Please let me know if [suggest two alternative dates/times] would work.
Best regards,
[Your Name]
Template 2: Work Conflict
Subject: Interview Rescheduling Request
Dear [Interviewer's Name],
I wanted to reach out as a last-minute work obligation has come up that conflicts with our interview time. I’m committed to my responsibilities but also very excited about your opportunity.
Would it be possible to reschedule for [insert alternatives]? I sincerely appreciate your flexibility.
Thank you,
[Your Name]
Template 3: Technical/Logistical Issue
Subject: Interview Delay Due to Technical Issue
Dear [Interviewer's Name],
I’m currently experiencing a technical issue (a power outage/Zoom failure, etc.) and, unfortunately, won’t be able to join our interview as scheduled.
I truly regret the disruption and would love to reschedule. Would [suggest new times] work for you?
Looking forward to speaking soon.
Best regards,
[Your Name]
💡 Tip: You can use tools like Sensei AI's AI Playground to instantly draft professional and personalized email templates like these. It’s especially useful when you're short on time or unsure how to phrase things.
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What to Avoid When Rescheduling
Even if you have a valid reason to reschedule, how you handle it can make or break the opportunity. Here are some common pitfalls to steer clear of:
Giving notice only minutes before the interview is a major red flag. Unless it’s a true emergency, aim to inform the interviewer at least 24 hours in advance. The earlier you communicate, the more professional you’ll appear.
Not showing up and then going silent is a fast track to being blacklisted. Always send a quick message—even if you're overwhelmed or embarrassed. Silence damages your reputation far more than an honest explanation.
Making up an elaborate excuse might seem tempting, but it can easily backfire. Recruiters often recognize patterns and inconsistencies. Stick to the truth; honesty builds trust, even if the reason is simple.
Saying “I can’t make it” without suggesting alternative times puts all the burden on the interviewer. Always offer at least two new options. It shows you respect their time and are still serious about the role.
Conclusion
Rescheduling an interview doesn't have to mean blowing your chances—if handled properly, it can still lead to a great outcome. The key is communication: be respectful, honest, and proactive.
Choose a genuine and reasonable excuse that’s easy to understand. Avoid oversharing or overexplaining, but always show appreciation for their time and flexibility. Your tone matters just as much as the reason.
Remember, the goal is not just to change the date—it’s to make sure you're at your best when the interview happens. When you're fully prepared and confident, you're more likely to impress.
With the right words and approach, you can turn a potential misstep into a chance to shine—even on a different day.
FAQ
How do you politely reschedule an interview?
Politely rescheduling an interview means notifying the interviewer as early as possible, explaining briefly and professionally, and suggesting alternative times.
Example message:
"Dear [Interviewer’s Name], I truly appreciate the opportunity to speak with you. Unfortunately, due to [a scheduling conflict / a personal matter], I’m unable to attend at the original time. Would it be possible to reschedule? I'm available on [two or three options]. Thank you for your understanding."
What is the best excuse to reschedule an interview?
The best excuse is one that is honest, reasonable, and doesn’t raise red flags. Acceptable reasons include:
A sudden illness
A family emergency
A scheduling conflict with another professional obligation
Transportation or technical issues (for virtual interviews)
Avoid using vague or personal excuses like “I forgot” or “I’m tired.”
How do you tell an interviewer you need to reschedule?
Be clear, respectful, and take responsibility. Here's a simple script:
"Hi [Name], I’m very sorry, but I have an unexpected conflict and won’t be able to attend our interview at the scheduled time. I remain very interested in the role and would greatly appreciate the chance to reschedule. I’m available on [X dates/times] and hope one of them works for you. Thank you again for your understanding."
How unprofessional is it to reschedule an interview?
Rescheduling once, with good reason and enough notice, is generally not seen as unprofessional—especially if you communicate respectfully.
However, last-minute changes or frequent rescheduling may raise concerns about your reliability or interest in the role. How you handle the situation matters more than the fact you rescheduled.
Shin Yang
Shin Yang is a growth strategist at Sensei AI, focusing on SEO optimization, market expansion, and customer support. He uses his expertise in digital marketing to improve visibility and user engagement, helping job seekers make the most of Sensei AI's real-time interview assistance. His work ensures that candidates have a smoother experience navigating the job application process.
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