What is an interview no-show?

An interview no-show occurs when a candidate misses a scheduled interview without communicating in advance. Reasons for a no-show can include:

• Changing their mind about the job
• Prioritizing another job offer
• Misunderstanding the interview time, date or location
• Experiencing family emergencies, car issues or other personal concerns
• Addressing scheduling conflicts with their current job

Before you assume a candidate is no longer interested, try finding out what caused the no-show. The candidate may offer a reasonable explanation, and handling the issue positively could improve the outcome for your business and the applicant.

How to handle interview no-shows

Managing no-shows effectively is an important part of a successful recruitment process and relies on clear communication at every stage. Consider these steps if you experience a candidate no-show:

1. Investigate the situation

Before making any decisions, review communications with the candidate to ensure you didn’t miss a reschedule request or message regarding their absence. You might also speak with your administrative staff, such as a receptionist, secretary or human resources (HR) administrator, to determine whether the candidate reached out.

Double-check email folders to ensure communications weren’t redirected to spam filters, and check voicemail systems. Many no-shows try to connect with potential employers when emergencies arise.

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 to send missed interview emails or a general protocol to continue with other candidates.

Some employers offer a second chance to candidates who missed their interview, especially if the candidate communicates their circumstances promptly. Following up with candidates can help you better understand the situation to support an informed final hiring decision.

3. Reschedule the interview

If you offer the candidate another interview, reference the original interview scheduled and clearly communicate the specific date and time for the rescheduled interview. Encourage the candidate to respond at their earliest convenience to confirm availability.

In your confirmation email, include clear contact information so the candidate knows how to reach you if another conflict arises.

4. Go with other candidates

You may choose not to schedule another interview after following up with a no-show. If the candidate doesn’t respond to your email, that may indicate they’re no longer interested in the role. You may also decide the candidate didn’t have a compelling reason to miss the interview.

If you need to fill positions quickly, you can start evaluating the remaining candidates.

Tips for handling candidate no-shows

Here are some tips for managing the process following an interview no-show and remaining professional:

• Blocked time: Consider ways to minimize scheduling impact, such as setting reminders or confirming attendance in advance. If you feel a person may not show for an interview, a recruiter can have a backup plan for using that time.
• Understanding: Demonstrate understanding and empathy when reaching out to the candidate. Acknowledge that unforeseen circumstances can arise and offer flexibility where possible.
• Candidate’s potential: Keep their resume on file and invite them to apply for future vacancies if you choose not to continue with their application.
• Options for another interview: Ask the candidate if a virtual interview might be helpful in rescheduling quickly.

Email templates for follow-ups after candidates miss scheduled interviews

If the no-show doesn’t reach out to reschedule or provide an explanation, consider sending a follow-up email. Here are some templates to get you started writing a missed interview email:

Simple follow-up email

If the candidate seemed to have a lot of potential with your company, you could email them with a simple follow-up message:

Hi [Name],

I noticed you were unable to attend your scheduled interview for the [Job Title] position today. I hope everything is okay on your end. We understand last-minute changes can occur, and we’d appreciate it if you could let us know if you’re interested in rescheduling.

Please feel free to reply to this message with your availability, and we’ll do our best to accommodate.

Thank you,

[Your Name]

Follow-up email with additional instructions

You may want to provide additional information about how the candidate can reschedule the interview or who they should contact with questions. Use this template if you want to encourage a hesitant candidate while maintaining a professional, empathetic tone:

Hi [Name],

We weren’t able to connect with you for your interview scheduled on [date] at [time] for the [Job Title] position. We know life can become complex and things come up, and we’d appreciate it if you would let us know if you’re interested in rescheduling the interview.

Our team is excited to discuss the role with you. If you have any questions about the interview process, role or our company, feel free to call [Contact Name] at [phone number].

You can also easily reschedule your interview via the application portal. We’ve sent an invite for you. If you choose not to do so, please respond to this email at your convenience and let me know so we can move on with other candidates.

Thank you,

[Your Name]

Rejection email

If you’ve found another candidate to hire or chosen to continue your search without considering the no-show candidate, you can email a rejection letter:

Hi [Name],

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 are committed to maintaining a positive candidate experience and appreciate the time you took to apply. We will keep your information on file for any future opportunities that arise. Thank you again for your interest in joining our team.

Thank you,

[Your Name]

Why you can follow up after a candidate misses an interview

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

• Better employer reputation: Following up shows you value the candidate’s time and helps build your brand as an empathetic employer. This gesture can leave a first positive impression on a candidate and help you build a reputation as a desirable employer.
• Increased chance of connecting with solid applicants: Follow up with the candidate to determine whether they can explain the absence. If the candidate was handling an emergency, they may still be a successful addition to your team.
• More insight into the strengths and weaknesses of your process: Speaking with a no-show candidate can reveal if your scheduling instructions were unclear or if the role didn’t meet their expectations. 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 the role, you might ask what aspect didn’t meet their expectations.

Professional, prompt communication at every stage of the process helps support a better candidate experience. That includes sending interview cancellation emails or letting a candidate know if you need to reschedule.