If you missed a scheduled interview, contact the recruiter or hiring manager as soon as you can. Your apology letter should acknowledge the missed meeting, give a brief and honest explanation, and ask politely whether the interviewer is willing to reschedule.
If the interview has not started yet, let the recruiter know you cannot attend as soon as possible. If the scheduled time has passed, own the missed appointment without making excuses; a respectful request can keep the conversation open, though the employer decides whether to offer another time.
Key Takeaways
- Contact the recruiter promptly by phone when appropriate, then follow up by email.
- Take responsibility and keep your explanation brief and truthful.
- Ask whether rescheduling is possible, and respect the employer’s decision.
What to Do Immediately After Missing an Interview
Contact the person who scheduled the interview promptly, apologize directly, and follow up in writing. If the interview is about to begin or has just started, call when you have the recruiter’s number; send an email as well so they have your apology and contact details in writing.
If the interview time has passed, don’t wait for the recruiter to reach out. State that you missed the scheduled interview, acknowledge the inconvenience, and briefly explain what happened. If you forgot or lost track of the time, say so plainly.
When you know in advance that you cannot attend, notify the recruiter before the interview and ask about another time. That message is advance notice, so explain the conflict and apologize for the change; don’t describe it as a missed interview.
What to Include in Your Apology Letter
Keep your message short, specific, and accountable, then make a courteous request to reschedule. Include the position title and scheduled interview time so the recipient can identify the appointment without searching through a long explanation.
A clear message includes:
- A subject line that identifies the interview and your purpose.
- A direct apology for missing the meeting or changing the scheduled time.
- A brief, truthful reason, if you are comfortable sharing it.
- A statement of continued interest in the role.
- A request to reschedule, with a few available times if you can offer them.
- Your name and phone number.
Avoid blaming the recruiter, giving unnecessary personal details, or asking as if another interview is guaranteed. If you do not hear back, allow the recruiter time to respond before sending one polite follow-up.
Apology Letter Samples for Common Situations
Choose a sample that matches what happened, then replace the bracketed details with your own. Keep the explanation accurate and the rescheduling request respectful.
You missed the interview without advance notice
Subject: Apology for Missing [Position Title] Interview
Dear [Recruiter’s Name],
I apologize for missing our scheduled interview for the [Position Title] role on [date] at [time]. I understand that my absence disrupted your schedule. [Brief, honest explanation.] I remain interested in the position and would appreciate the opportunity to reschedule if you are available. I can meet [offer two or three time options].
Thank you for your consideration,
[Your Name]
[Phone Number]
An unexpected emergency prevented you from attending
Subject: Apology for Missing Today’s Interview
Dear [Recruiter’s Name],
I’m sorry I missed our interview for the [Position Title] role today. An unexpected [brief description, such as “family emergency”] prevented me from attending, and I should have contacted you as soon as I could. I remain interested in the opportunity. If you are open to rescheduling, I’m available [time options].
Thank you,
[Your Name]
[Phone Number]
You forgot or lost track of the interview time
Subject: Apology for Missing [Position Title] Interview
Dear [Recruiter’s Name],
I apologize for missing our interview scheduled for [date] at [time]. I lost track of the appointment, and I take responsibility for that. I understand the inconvenience this caused. If you are willing to consider another time, I’m available [time options].
I appreciate your consideration,
[Your Name]
[Phone Number]
You need to request a change before the interview
Subject: Request to Reschedule [Position Title] Interview
Dear [Recruiter’s Name],
I’m sorry, but I’m unable to attend our interview scheduled for [date] at [time] because [brief, honest reason]. I’m still very interested in the [Position Title] role and would appreciate the chance to reschedule if your schedule allows. I’m available [time options].
Thank you for your understanding,
[Your Name]
[Phone Number]
A Sincere Apology Can Help Preserve the Opportunity
A sincere apology gives the employer a clear response to your missed appointment while leaving the rescheduling decision with them. Take responsibility, explain only what the recruiter needs to know, and show that you still want to be considered.
Send one clear message, then give the recruiter time to reply. If they decline or do not respond, accept the decision professionally and keep your next communication brief and courteous.
Frequently Asked Questions
Should you call or email after missing an interview?
Call promptly if you have the recruiter’s number and the interview is about to begin or has just passed, then follow up by email. If you cannot reach them, send the email without delay.
How much detail should you give about why you missed the interview?
Give one brief, truthful explanation that helps clarify what happened. You can keep sensitive personal details private while still acknowledging your responsibility.
Should you ask to reschedule after missing an interview?
Yes, you can politely ask whether another interview time is possible. Treat rescheduling as a request, and accept the employer’s decision without pressure.
What should you do if the recruiter does not respond?
Give the recruiter time to review your message, then send one concise follow-up. If you still receive no response, move forward with other opportunities.