No-Show Interview Email Template

Candidates usually cancel ahead of time, but not always. If a candidate doesn’t show up, this email is a great way to see if they are still interested in the position. This gives you a chance to decide if it’s worth pursuing.

Consider sending an interview no-show email if:

• If candidates proactively communicate with you to apologize and ask to reschedule, then it’s a good chance to reconnect. They may have had a personal emergency and couldn’t inform you. By contacting them, you show that you’re open to an explanation and could potentially reschedule.
• There was too much confusion about the time, day or place of the interview. Sending multiple back-and-forth emails to schedule an interview can cause confusion, especially when dealing with different time zones.
• You rescheduled too many times and candidates are now disengaged. In this case, a no-show email could help end things on a more positive tone.

Note that if you’re interviewing EU candidates, you need to store and process their data in accordance with the General Data Protection Regulation (GDPR). Learn more about how to be compliant with GDPR in our guide.

Interview no-show email template

Subject line: We missed you at your interview with [Company_name] / Interview for [Job_title] at [Company_name]

Hi [Candidate_name],

Sorry we missed you for your interview [an interview at our offices / a video call] today [at 11 am]. I hope everything is well.

Let me know if you’re still interested in the [Job_title] role, and we can reschedule the interview. If I don’t hear back, I’ll move onto other candidates.

Thank you,

[Your name]

[Your email signature]