How To Write An Apology Letter Post-Interview

Here are eight steps for how to write an apology letter after an interview:

1. Send your message as soon as possible

If an urgent matter arises, send your apology letter as soon as you can. Ideally, you could send your message before the interview occurs. In some cases, it may be necessary to send your letter after the interview. It’s typically best to use email as the mode of communication so the interviewer can receive your message right away. Depending on your previous correspondence, you may also call the interviewer to leave a voice message with them about the matter. Communicating the situation with them promptly conveys that you care about their time and efforts.

2. Create a clear subject line

It’s important to create a clear and concise subject line for your message so the employer can identify it easily. This can also help differentiate your email from the potentially hundreds of other emails they may receive daily. Consider the following subject line ideas for your post-interview apology letter:

• Request To Reschedule Interview

• Apology for Absence From Interview

• My Apologies for Missing the Interview

3. Emphasise your apology

Highlight the fact that you regret missing the interview and the opportunity to meet the employer. Showing humility can show your thoughtfulness and care towards their time and interest in meeting you. Consider including the time at which you were going to meet and the title of the position for which you were interviewing for. This can help the interviewer recognise the subject of your email quickly.

4. Provide a reason

It may be beneficial to provide a reason as to why you were late or absent for the interview, as the interviewer could be curious. Explaining the situation can characterise you as an honest employee. Keep your explanation straightforward and brief, especially if it’s a personal matter. You may want to use vague terms like “personal emergency” or “urgent matter” so you can keep private information to yourself. If you made a mistake, take ownership of your error. If you experienced an event outside of your control, it’s likely the employer can understand.

Related link: What To Include In A Letter Of Resignation

5. Show courtesy

Use your apology letter to promote your skills in courtesy and manners. Many employers place a high value on these qualities. For example, an employer hiring for a customer service role is usually seeking a candidate who has strong interpersonal skills and a polite disposition. Mention that you respect and value their time and consideration.

6. Show your appreciation for the opportunity

Make it clear to the employer that you appreciate the opportunity they have given you. Show gratefulness for their consideration of you as a candidate. You might mention your excitement to discuss the role further and explain your qualifications for the role. It can also be a good idea to convey the admiration you have for their organisation.

7. Ask to reschedule the meeting

Next, write a request to reschedule the interview for a later date and time. Ask if another meeting is possible and convenient for the employer. Prepare and know your schedule in advance so you can explain your availability.

8. Restate your apology

Before signing your name, restate your apology and thank the interviewer for their time. Restating your apology twice shows your sincerity. Try to keep the entire message brief, and be sure to check your email regularly for a response.