Template: Following up on an interview no-show
Send a brief, factual follow-up within one business day after a no-show. Keep tone neutral—offer to reschedule if circumstances changed, but set a deadline for their response. Document the incident in your hiring file.
A candidate who misses an interview without notice creates uncertainty and disrupts your schedule. A prompt, measured follow-up protects your hiring timeline and shows professionalism.
Send this email within 24 hours of the missed appointment. Keep it short and factual. You are not obliged to offer a second chance, but doing so briefly signals fairness—and gives you a clear record if they don't respond.
The email template
Copy and send the text below. Replace [DATE/TIME], [POSITION], [NAME] and [DEADLINE] with your details. Adjust the tone only if your company culture differs sharply from Swiss norms—it should remain direct.
Send from your official email address. Use the candidate's preferred contact method from their application (usually email). Keep a copy in your hiring file.
Email text (ready to copy)
Subject: Re: Interview [POSITION] – [DATE/TIME]
Dear [CANDIDATE NAME], You did not appear for your scheduled interview on [DATE] at [TIME] for the position of [POSITION]. We waited until [TIME] and heard nothing from you. If circumstances prevented you from attending, please explain by [DATE – typically 3 business days]. We are open to rescheduling if there is a valid reason. Otherwise, we will close your application. Best regards, [YOUR NAME] [COMPANY] [PHONE/EMAIL]
- Adapt [DATE] and [TIME] to match your calendar invitation.
- State a clear deadline—typically 3 working days—for their response.
- Use formal "you" (Sie in German, vous in French). No excuses or warmth needed.
- Do not accuse or speculate about reasons.
- Save this email and any reply in your hiring folder for your records.
What happens next
If they respond with a legitimate reason (illness, family emergency, misunderstanding of time/date) and you wish to continue, offer one new date. Set expectations clearly: further no-shows end the process.
If they do not respond by your deadline, close their file. No further contact is needed. Document the no-show in your records—this is normal hiring hygiene and helps if questions arise later.
- One rescheduled interview is reasonable; a second no-show typically ends consideration.
- A candidate who ghosts shows low professionalism—trust your instinct on whether to proceed.
- If you proceed to a second interview, confirm details 24 hours beforehand by phone or SMS.
- Keep all emails and notes on the no-show; they are part of your hiring documentation.
- Never delete candidate records until Swiss data-protection law permits (typically 6–12 months).
- If the candidate was referred by a recruiter or temp agency, notify them as well.
Frequently asked questions
- Do I have to give them a second chance?
- No. A no-show is unprofessional. However, Swiss norms favour one brief follow-up as a courtesy—it costs little and looks fair if other parties later ask about the hiring process. If they do not explain within 3 days, close the file.
- Should I mention anything else—salary, Pensum, location?
- No. This is a fact-finding email only. If they explain and you agree to reschedule, confirm interview logistics (date, time, Pensum if relevant, location or video link) in a separate, fresh invitation.
- What if they claim they never received the invitation?
- Check your sent folder and your applicant-tracking system (ATS) for proof of the original invite. If you sent it to the email address they provided, you have done your duty. Accept this explanation once; if it happens again, close the application.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.