Apologetic, efficient reschedule note: owns the change, offers concrete new time options, and confirms everything else stays the same.
Hi {{Candidate name}},
I'm sorry — we need to move your {{Interview type}} interview originally set for {{Original date and time}}. {{Brief, honest reason — e.g., an interviewer is unexpectedly unavailable}}. We know your time is valuable and this isn't how we like to operate.
New options (all {{Time zone}}):
Reply with whichever works, or send two or three windows of your own and we'll match one. Everything else stays the same — same format, same participants ({{Interviewer names}}), same preparation.
Thanks for your flexibility, and again, apologies for the shuffle.
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.