A recruiter writing A No-Show Interview Email

HR Resources

How to Write the Best No-Show Interview Email

July 2, 2022

Tima Rassool

Tima Rassool

Content Writer

Have you ever been ghosted by a candidate? Ever found yourself patiently waiting for the sound of the candidate finally joining the Google Meet, Zoom, or Microsoft Teams link? 

We know, we know – it’s not the best feeling in the world. Not when you have mountains of CVs waiting to be screened on your desk, and you just wasted over 20 minutes in an online interview on your own. 

Now, there could be a million reasons why a candidate doesn’t show up, but the important thing is to handle the situation with professionalism and efficiency. So, what’s the best way to approach this?

Let’s make managing no-shows a little more fun! With our top-notch recruiting solutions, you can easily follow up with the candidate via email and determine their level of interest. Who knows, maybe they just got lost on the way to the interview and are dying for a second chance!

So, don’t stress about no-shows interview emails. With our recruiting solutions, you’ll be able to handle it like a pro and maybe even have a little fun in the process!

Best ways to handle a no-show interview situation professionally

Have you ever been ghosted by an interviewee? We know it’s not the most fun experience for HR professionals, but it’s important to maintain a professional and respectful candidate experience. And thankfully, there are ways to handle the situation with ease and even a bit of grace – like using email for no-show interviews!

The first step after a no-show interview is to follow up promptly with a polite email. Ask about their absence and offer to reschedule the interview if they’re still interested. This initial email can set the tone for the rest of the communication and shows that you’re a total pro!

But what if the candidate doesn’t respond or indicates they’re no longer interested? Well, you may need to send a rejection email after the no-show interview. Don’t worry, it doesn’t have to be painful! Use your best tactful wording, thanking them for their interest in the position and letting them know that the company is moving forward with other candidates.

See? Sending a rejection email after a no-show interview doesn’t have to be a total drag. With a little finesse and some playful vibes, you’ll be a pro in no time!

Moreover, recruiting solutions, such as EVA-REC, can be a game-changer in handling no-show interview situations professionally. With such a tool, HR professionals can easily customize and send follow-up and rejection emails to candidates in a timely and efficient manner while ensuring consistency and professionalism. They can use automated email templates to save time and resources, enabling them to focus on other critical aspects of the hiring process.

A ready No-Show Interview Email template to send.

In short, using email for no-show interviews and rejection emails can be a professional and effective way to handle no-show situations. By following up promptly, being tactful in communication, and utilizing recruiting solutions, HR professionals can uphold a positive candidate experience and maintain the company’s reputation.

See? Sending a rejection email after a no-show interview doesn’t have to be a total drag. With a little finesse and some playful vibes, you’ll be a pro in no time!

When to send a no-show interview email template?

When a candidate doesn’t show up for an interview, it leaves you wondering what to do next. However, ignoring the situation and moving on to another candidate is not the best approach. Instead, sending a professional and courteous interview no-show email can help maintain a positive candidate experience and uphold your company’s reputation.

Moreover, personalizing the email template can definitely make the communication feel more human and increase the chances of getting a faster response from the candidate. With the help of recruitment solutions like EVA-REC, HR professionals can easily customize their email templates and streamline the process of sending interview no-show emails. This can save them time and effort while also maintaining a professional and courteous approach toward the candidate. As for when to send a no-show interview email, it’s important to do so as soon as possible after the candidate fails to show up for the scheduled interview. This can help to minimize any inconvenience caused to the interviewer and allow them to reschedule the interview if necessary.

In the case of a candidate having personal emergencies

Life can be unpredictable, and emergencies can arise at any time. It is possible that a candidate might miss the interview without any prior notice due to a personal emergency. It could be a medical emergency, a family crisis, or some other unforeseen situation that has taken them away from the scheduled interview. In such cases, it is crucial to remain empathetic and understanding toward the candidate’s situation.

If you’re facing a no-show interview situation due to personal emergencies, the first step is to reach out to the candidate via email. Acknowledge that you understand they may be dealing with a difficult situation and express your sympathy towards their predicament. Reiterate your interest in their candidacy and leave the door open for them to reschedule the interview if they wish.

Sending a no-show interview email shows the candidate that you are open to an explanation and willing to work with them through this difficult time. It also reflects positively on your company and its values. By being understanding and professional in your email, you will create a positive impression in the candidate’s mind, even if they are unable to reschedule

A laptop with an inbox opened on it.

When there’s a miscommunication  

It’s important not to jump to conclusions and exclude a candidate just because they didn’t show up for an interview. Miscommunication can happen, and it’s always best to clarify the situation before making any decisions. This is particularly important when interviewing remote candidates, as different time zones can cause confusion.

If you suspect that miscommunication may be the cause of a no-show interview situation, consider sending a no-show interview email to the candidate. In the email, explain that you noticed they didn’t attend the scheduled interview and ask if there was any confusion regarding the date, time, or location. This shows the candidate that you are open to hearing their side of the story and potentially rescheduling the interview.

When a candidate postpones an interview multiple times

When postponing an interview several times, there’s a chance that the candidate may lose interest in the position or may not be able to accommodate your schedule changes. In such cases, it’s best to proactively communicate with the candidate and send a no-show interview email. This way, you can thank them for their interest and acknowledge the inconvenience caused by the rescheduling. Moreover, the email can also provide an opportunity to reschedule the interview, keeping the candidate engaged and interested in the position.

Sending a no-show interview email in such cases is crucial to maintain a positive candidate experience. It shows that you respect the candidate’s time and effort, and are committed to finding a mutually suitable time for the interview. Additionally, it also reflects well on the company’s professionalism and can leave a lasting impression on the candidate.

A helpful no-show interview email template to use when needed

Don’t let no-show candidates ruin your day! With the right tools and the following email template, you can handle the situation like a pro. Plus, with automated recruiting solutions at your fingertips, sending this email is just a few clicks away. 

So take control of the situation and keep the candidate experience positive with a well-crafted and personalized no-show interview email.

Subject line: Interview for (Job title) at (Company’s name)

Hi, / Dear (Candidate’s name), 

As previously agreed on, we had a scheduled (interview at our office/video call interview) today at (X time), but you didn’t make it. 

I hope everything is well. Could you let me know if you’re still interested in the (Job title) role? If so, we can reschedule the interview for a more convenient time. Otherwise, I’ll be deleting your information from our database.

Thank you,




A recruiter preparing a  No-Show Interview Email.

Bottom line

Things happen, and emergencies occur, so don’t disregard a no-show interview before contacting the candidate. Simply because you could be missing out on hiring a brilliant talent. 

If you’ve never had a no-show interview before, remember the above tips and save the email template to send to the candidate using automated recruiting solutions.

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Tima Rassool

Tima Rassool

A wordsmith, storyteller, and content strategist – Tima is an MBA graduate with 6+ years of experience in the world of HR. With over 2,000 blogs under her belt, Tima's expertise and insights have helped businesses across the globe take their recruitment to the next level and stay ahead of the curve.

Turn top talent to employees fast

Hire, assess, onboard and manage top talent for every job. See how Elevatus streamlines everything; from acquire to new hire.

Request a demo