Free email template template · Word

Interview Rescheduling Email

An interview rescheduling email moves an already confirmed interview to a new date or time, either because the panel is unavailable or because the candidate asked. It apologises for the change, offers specific alternative slots and asks for quick confirmation so the candidate stays engaged.

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[Company Logo][Company Name]

INTERVIEW RESCHEDULING EMAIL

Subject: Rescheduled – Your interview for [Designation] at [Company Name]

Dear [Candidate Name],

Version A (company-initiated): We are sorry to inform you that your interview scheduled for [Original Date] at [Original Time] needs to be rescheduled due to an unavoidable scheduling conflict on our side. We apologise for any inconvenience this may cause.

Version B (candidate-requested): Thank you for letting us know that the slot on [Original Date] does not work for you. We are happy to find a new time.

Please choose one of the following slots:

Option	Date	Time (IST)	Mode
1	[Date]	[HH:MM]	[In-person / Video]
2	[Date]	[HH:MM]	[In-person / Video]
3	[Date]	[HH:MM]	[In-person / Video]

All other details remain the same unless mentioned here: Venue – [Company Address] / Link – [Meeting Link]; Panel – [Interviewer Name].

Kindly reply with your preferred option by [Date, Time]. Once confirmed, we will send you an updated calendar invitation.

Thank you for your understanding and flexibility. We look forward to speaking with you.

Regards,
[HR Name]
[Designation]
[Company Name]
[Phone Number]

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What this template includes

Subject line that clearly says 'Rescheduled'
Reference to the original slot so there is no confusion
Short apology or acknowledgement
Two or three specific new slot options
Updated mode, venue or link if changed
Deadline to confirm

When to use it

The interviewer has an emergency or clashing meeting
The candidate requests a different slot
Office closure, holiday or travel disruption on the interview day
Moving an in-person interview to video, or the other way round

How to customise this template

1Use version A when the company reschedules and version B when responding to the candidate
2Delete the slot table if you are confirming a single agreed slot
3Update the video link; do not reuse an expired link
4Copy the panel on the email so the new time reaches their calendar

HR tips

Reschedule at most once from the company side; repeated changes signal disorganisation
Offer slots outside working hours for employed candidates if possible
Send the updated calendar invite immediately after confirmation
Keep the tone warm; the candidate has already planned around the original slot

For HR & hiring managers

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Frequently asked questions

How do I politely reschedule an interview with a candidate?+

Apologise briefly, explain that the slot needs to change, offer two or three concrete new options and ask them to confirm by a set time.

Should the reason for rescheduling be given?+

A short, general reason such as 'an unavoidable scheduling conflict' is enough.

What if a candidate asks to reschedule more than once?+

Accommodate genuine reasons, but after a second request it is fair to ask if they remain interested in the role.

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[Company Logo][Company Name]

INTERVIEW INVITATION EMAIL

Subject: Interview Invitation – [Designation] at [Company Name] on [Date]

Dear [Candidate Name],

Thank you for applying for the position of [Designation] with [Company Name]. We are pleased to invite you for an interview. The details are below:

Detail	Information
Date	[Date]
Time	[HH:MM] IST
Expected duration	[Duration]
Mode	[In-person / Video]
Venue	[Company Address], landmark: [Landmark], map: [Map Link]
Video link	[Meeting Link] (please join 5 minutes early and test your audio and camera)
Rounds	[Technical interview, HR discussion]
Panel	[Interviewer Name], [Designation]

Please carry the following:

A printed copy of your updated resume
One government photo ID (original)
Copies of educational and experience certificates
Latest salary slip or offer letter (for CTC discussion)

Email template · Word

Interview Invitation Email

Download .docx

[Company Logo][Company Name]
INTERVIEW CANCELLATION EMAIL
Subject: Cancellation of your interview for [Designation] on [Date]
Dear [Candidate Name],
Thank you for your interest in the [Designation] role at [Company Name] and for making time for the interview scheduled on [Date] at [Time].
We regret to inform you that we need to cancel this interview because [the position has now been filled / the requirement has been put on hold following an internal review / the role has been closed due to a change in business plans]. This decision is not a reflection of your profile or experience.
We sincerely apologise for any inconvenience this may cause, especially if you had already arranged leave or travel. If you have incurred travel costs for this interview, please share the bills with us at [Email] and we will process reimbursement as per our policy.
With your consent, we would like to keep your profile on file and reach out when a suitable opportunity opens up. If you would prefer us not to retain your details, simply reply to let us know.
Email template · Word
Interview Cancellation Email
Download .docx
[Company Logo][Company Name]
TELEPHONIC INTERVIEW FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Phone Number:
[Mobile Number]
Interviewer:
[Interviewer Name]
1. Call Log
Attempt Date Time Outcome
1 [DD/MM/YYYY] [HH:MM] [Connected / Not reachable / Call back]
2 [DD/MM/YYYY] [HH:MM] [Outcome]
3 [DD/MM/YYYY] [HH:MM] [Outcome]
2. Opening
"Hello [Candidate Name], this is [Interviewer Name] from [Company Name]. As scheduled, this call is for the [Designation] position and will take about [Minutes] minutes. Is this still a good time to talk?"
3. Questions and Notes
Form · Word
Telephonic Interview Form
Download .docx

Attempt	Date	Time	Outcome
1	[DD/MM/YYYY]	[HH:MM]	[Connected / Not reachable / Call back]
2	[DD/MM/YYYY]	[HH:MM]	[Outcome]
3	[DD/MM/YYYY]	[HH:MM]	[Outcome]

[Company Logo][Company Name]

HR INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
HR Interviewer:: [HR Name]
Date:: [Date]

1. Rating Table

Scale: 1 – Unsatisfactory, 2 – Needs improvement, 3 – Satisfactory, 4 – Good, 5 – Outstanding.

Criteria	Rating (1–5)	Comments / Evidence
Culture and values fit
Attitude and ownership
Communication and presentation
Career stability and progression
Motivation for joining
Teamwork and interpersonal skills
Integrity (consistency of information)
Average Score

2. Compensation Fit

Item	Amount (₹ per annum)
Current Fixed CTC	[Amount]
Current Variable	[Amount]
Expected CTC	[Amount]
Approved Range	[Amount] – [Amount]
HR Proposed CTC	[Amount]

Form · Word

HR Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

TECHNICAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Technical Interviewer:: [Interviewer Name]
Date / Mode:: [Date] / [In-person / Video]

1. Skill Rating Table

Scale: 1 – No knowledge, 2 – Basic, 3 – Working knowledge, 4 – Strong, 5 – Expert.

Skill Area	Weight (%)	Rating (1–5)	Comments
Core domain knowledge: [Skill]	25
Tools / software: [Tool]	20
Problem solving and analytical thinking	20
Practical application / scenario	20
Standards, compliance and quality awareness	10
Ability to explain technical concepts	5
Weighted Score	100

2. Questions Asked

Question	Answer Quality (Strong / Adequate / Weak)	Notes
[Question 1]
[Question 2]
[Question 3]
[Question 4]

Form · Word

Technical Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

MANAGER INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Hiring Manager:: [Reporting Manager]
Date:: [Date]

1. Role Outcomes Discussed

Year-One Outcome	Candidate's Approach / Example	Confidence (High / Medium / Low)
[Outcome 1]	[Notes]
[Outcome 2]	[Notes]
[Outcome 3]	[Notes]

2. Rating Table (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Ability to deliver role outcomes
Ownership and accountability
Planning and prioritisation
Team fit and collaboration
Learning agility
Stakeholder / customer handling
Leadership (for team roles)
Overall

3. Team Fit Notes

Form · Word

Manager Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

FINAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Final Interviewer / Panel:: [Name(s)]
Date:: [Date]

1. Summary of Earlier Rounds

Round	Interviewer	Score (out of 5)	Recommendation
Screening	[HR Name]	[Score]	[Proceed / Hold]
Technical	[Name]	[Score]	[Hire / No hire]
Manager	[Reporting Manager]	[Score]	[Hire / No hire]
HR	[HR Name]	[Score]	[Recommended]

2. Final Round Rating (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Strategic and business thinking
Leadership potential
Alignment with company values
Decision-making and judgement
Long-term growth potential
Overall impression

3. Offer Parameters

Form · Word

Final Interview Evaluation Form

Download .docx

[Company Logo][Company Name]
INTERVIEW FEEDBACK FORM
Candidate Name:
[Candidate Name]
Position:
[Designation]
Round:
[Round Name]
Interviewer:
[Interviewer Name]
Date:
[Date]
1. Top Strengths
1. [Strength with example]
2. [Strength with example]
3. [Strength with example]
2. Top Concerns
1. [Concern with example]
2. [Concern with example]
3. Competency Ratings
Form · Word
Interview Feedback Form
Download .docx

Interview Rescheduling Email

Preview of the email template

Subject: Rescheduled – Your interview for [Designation] at [Company Name]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates