Need to reschedule an interview? A “Sample Letter To Postpone An Interview Because Of Another Meeting” helps. It’s for when a prior commitment clashes with your interview time. This letter professionally requests a new interview slot.
Writing such a letter can be tricky. You want to be polite and respectful. You also want to keep the opportunity alive.
Don’t worry, we’ve got you covered. This article provides sample letters. Use these templates to craft your own postponement request.
Sample Letter To Postpone An Interview Because Of Another Meeting
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Interviewer’s Name]
[Interviewer’s Title]
[Company Name]
[Company Address]
Subject: Request to Reschedule Interview – [Your Name]
Dear [Mr./Ms./Mx. Last Name],
Thank you for offering me the opportunity to interview for the [Job Title] position at [Company Name]. I was very excited to learn more about this role.
Unfortunately, I have a prior, unavoidable meeting scheduled for the same time as our interview on [Original Date and Time].
I am very interested in this opportunity and would be grateful if we could reschedule our interview. Would you be available on [Suggest a specific date and time] or [Suggest another specific date and time]? Please let me know if either of these times work for you, or if there is another time that is more convenient.
Thank you for your understanding and flexibility. I look forward to hearing from you soon.
Sincerely,
[Your Name]
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How to Write a Letter to Postpone an Interview Because of Another Meeting
Subject Line: Crafting a Concise Prelude
- Keep it short and to the point. An ambiguous subject line can be detrimental.
- Example: “Request to Reschedule Interview – [Your Name]” or “Interview Postponement Request – [Job Title]”.
- Avoid overly verbose or vague language. Clarity is paramount.
Salutation: Initiating with Professionalism
- Address the interviewer directly, whenever possible. “Dear Mr./Ms. [Last Name],” demonstrates respect.
- If the interviewer’s name is elusive, “Dear Hiring Manager,” is an acceptable alternative.
- Steer clear of informal greetings; maintain a professional decorum.
Body: Articulating the Postponement Request – The Opening
- Begin by expressing gratitude for the interview opportunity. Acknowledge their time and consideration.
- State your name and reference the specific position you interviewed for.
- For example: “Thank you for offering me the opportunity to interview for the [Job Title] position.”
Body: Explaining the Conflict – The Crux of the Matter
- Clearly and concisely explain the reason for needing to reschedule. In this case, it’s a prior engagement.
- Be forthright but avoid excessive detail. “Due to a pre-existing, non-negotiable commitment, I am unable to attend the scheduled interview.”
- Refrain from delving into overly personal or extraneous information; maintain brevity and focus.
Body: Proposing Alternatives – Demonstrating Proactiveness
- Suggest alternative dates and times for the interview. Show that you are genuinely interested and accommodating.
- Provide a range of options to increase the likelihood of finding a mutually convenient time.
- “I am available on [Date 1] between [Time] and [Time], or on [Date 2] between [Time] and [Time]. Please let me know if either of these times work for you.”
Closing: Reinforcing Interest – Leaving a Positive Impression
- Reiterate your enthusiasm for the role and the company. Show that you are not cavalier about the postponement.
- Express your appreciation for their understanding and flexibility.
- “Thank you again for your consideration. I eagerly anticipate the opportunity to speak with you further.”
Sign-off: Concluding with Grace
- Use a professional closing, such as “Sincerely,” or “Best regards,”.
- Follow with your full name.
- Ensure your contact information is readily available, either directly in the email or through your email signature.
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Frequently Asked Questions: Postponing an Interview Due to a Prior Meeting
It is sometimes necessary to reschedule a job interview due to a scheduling conflict. Here are answers to common questions about how to postpone an interview professionally.
What is the best way to inform the interviewer that I need to postpone?
The most professional methods are to contact the interviewer via email or phone as soon as you become aware of the scheduling conflict.
How far in advance should I request to reschedule?
Ideally, you should request a postponement at least 24-48 hours before the scheduled interview. This provides the interviewer sufficient time to adjust their schedule.
What information should I include in my postponement request?
Your request should include a polite explanation for the conflict, an apology for any inconvenience, and your availability for rescheduling.
Is it acceptable to suggest alternate times for the interview?
Yes, suggesting alternate times demonstrates your continued interest in the position and your willingness to cooperate.
What if I need to postpone the interview more than once?
Postponing an interview more than once may reflect poorly on your reliability. Try to avoid this situation if possible, and if it’s unavoidable, provide a thorough explanation and express sincere regret.