What is an interview no-show?

An interview no-show occurs when a candidate misses a scheduled interview for various reasons, such as:

• Changing their mind about the job
• Receiving another job offer
• Confusion about the interview time, date or location
• Family emergencies, car issues or other unforeseen, last-minute issues
• Scheduling conflicts with their current job

Despite how you may feel about the situation, handling the issue positively could improve the outcome.

How to handle interview no-shows

Consider these steps if you experience a candidate no-show:

1. Investigate the situation

Before assuming the worst, review communications with the candidate to ensure you didn’t miss a rescheduled request. You might also speak with your administrative staff to determine whether the candidate reached out that day.

2. Decide if you want to follow up

Your hiring policies could affect whether or not you follow up with a candidate who misses an interview. You might have protocols in place to send missed interview emails or choose not to follow up with those who don’t show up on time.

Following up with candidates can help you better understand the situation.

3. Reschedule the interview

If you decide to offer a candidate another interview, schedule a new date and time promptly. This helps keep the hiring process moving so other interviewees aren’t waiting to hear back. Communicate the new information clearly and confirm their attendance beforehand.

4. Go with other candidates

In some cases, you may not schedule another interview. This might happen if the candidate doesn’t respond to your no-show email or accepts another job offer.

You may interview another person to replace the missing candidate or focus on the remaining applicants.

Tips for handling candidate no-shows

If the interview date and time have passed and your candidate hasn’t shown up, you may wonder what to do next. Here are some tips for handling missed interviews:

• Consider the human aspect of the situation. Your job candidate could have a valid reason for missing their interview.
• Remember their potential. You might review the person’s resume and application materials again to evaluate their potential and decide if you want to give them another chance.
• Prioritize other applicants. In some cases, you may proceed without a response to an interview no-show and select another candidate.

Email templates to send to a candidate no-show

If the no-show doesn’t reach out to reschedule or provide an explanation, you can send a follow-up email. Here are some templates you may use as a missed interview email.

Simple follow-up email

If you were sincerely interested in the candidate, reach out to them via email with a simple follow-up:

Hi Ray Linder,

I noticed you were unable to attend your scheduled interview for the [Job Title] position today. We understand things can come up, and we’d appreciate it if you could let us know if you’re interested in rescheduling.

Please feel free to reach out to us with your availability, and we’ll do our best to accommodate.

Thank you,

[Your Name]

Rejection email

Perhaps you’ve found another person to hire, or you’ve chosen to move on and would prefer to find another candidate for employment:

Hi Ray Linder,

Thank you for your interest in the [Job Title] position at [Company Name]. Unfortunately, we were unable to connect for your scheduled interview, and after careful consideration, we’ve decided to move forward with another candidate for this role.

We appreciate the time you took to apply and wish you the best in your job search. Thank you again for your interest in joining our team.

Thank you,

[Your Name]

Whether you pursue the candidate or reject their bid for employment, keep the email professional and brief.

Read more: How to Write Job Rejection Emails (With Downloadable Templates)

Why you should follow up after a candidate misses an interview

Some hiring managers only give candidates one chance at an interview. However, some benefits to following up with a missed interview may include:

• Employer reputation: Reaching out to an applicant who misses an interview shows you’re a caring employer. This gesture can leave a positive impression on a candidate and help you build a reputation as a desirable employer.
• Finding talent: Despite missing the interview, the candidate may align with the position. Following up could lead to a successful interview and addition to your team.
• Gaining insight: Contacting a candidate who doesn’t show up could help improve your interview process. For example, if communication about the interview time or location was unclear, you can ensure this doesn’t happen again. If the candidate is reconsidering working for your company, you might ask questions to determine what didn’t meet their expectations.

Frequently asked questions about candidate no-shows

What should I do if someone is late for an interview?

If a candidate arrives late for their interview, try to remain patient. Wait approximately 10-15 minutes after the scheduled time, then call the person to find out if they’re on their way. Traffic and parking problems are common reasons for lateness, especially if your office is downtown or in a busy area. Internet connection can also cause delays during virtual interviews.

If the candidate doesn’t answer your call, leave a brief voicemail inquiring about their status or intentions.

How do you avoid no-show interviews?

Use a thorough screening process to help prevent interview no-shows. Choose candidates who are excited about the opportunity. Flexible scheduling can also help candidates find times that work for them, especially if they’re currently employed.

Conducting virtual interviews may also help, as candidates can avoid driving and parking.

Does a no-show reflect the candidate’s work ethic?

While a missed interview can reflect poorly on the candidate, others may have valid reasons for missing an interview or arriving late.

If you interview a late or no-show candidate, consider the absence while looking for indicators of their work ethic. This can include their answers to interview questions, experience level, personality traits and overall behavior.