How to reply to an interview invitation
After sending out dozens of applications in your job search, getting an interview invitation feels like a victory. You’re one step closer to landing a job!
Your reply to an interview is a crucial point in the hiring process that you can use to your advantage. A prompt, polite, and professional interview request response can make a good impression on the recruiter or hiring manager and increase the success of your actual interview.
In this guide, we’ll show you how to write an effective interview invitation reply. You’ll get to know the essential elements and best practices when responding to job interview invitations and see some examples that you can follow.
- Understanding the Job Interview Invitation
- Different Types of Job Interview Emails
- How to Respond to an Interview Request
- Example Responses to Job Interview Emails
- Follow-up Emails after a Job Interview
- Best Practices for Responding to Job Interview Emails
- FAQs
Understanding the Job Interview Invitation
A job interview invitation email opens communication between you and an employer, giving you a chance to make a good impression. Although different types of job interview invitation emails are sent at every stage of the hiring process, they typically contain the following:
- A direct subject line
The subject line should clearly indicate the purpose of the email and catch the job seeker's attention. - Job position information
This includes the company’s name, the position that you applied for, and details about the role. Job seekers send out several applications so this is one way to remind you of the application you sent to their company. - Interview details
Recruiters will provide the date, time, and location of the interview. Sometimes a few options are given for dates and times. The interview could be conducted online, via call, via video, or in person. There should be a few days’ notice before the first interview time. They may even add how long the interview will take and what documents to bring or show so you can prepare accordingly.
The interview invitation could also specify how the interview will be conducted. This may be a one-on-one interview with the hiring manager or a group interview. Job interview emails also mention if an assessment needs to be completed before or after the interview. - Contact details
The person sending the email will give the necessary contact details. If the interview will be conducted online or via phone or video, look for the contact number, link to the meeting, and password or access codes, if needed.
If the interview will be done in person, the recruiter will send you the address, floor, and room where it will be conducted. You'll be informed who to look for (if the person sending the email is not the one doing the interview). You may even receive a screenshot or link to the map of the interview location, as well as some recommended travel options.
Different Types of Job Interview Emails
These are the common types of interview invitation emails that employers send at different steps of the hiring process:
- Formal Interview Invitation Email
This is commonly sent to experienced and executive candidates. It’s direct to the point, with all the information about the interview. It shows the company’s brand, tone, and voice. - Casual Interview Invitation Email
This email is casual and conversational. It shows interest in your application. This type of invitation email is usually sent by modern or younger companies, such as start-ups. - Cold Candidate Interview Invitation Email
Recruiters send this email to job seekers to invite them for an initial interview. It is usually sent by hiring managers sourcing many candidates for a high-demand role. - Referred Jobseeker Interview Invitation Email
This type of email is more personal as it mentions the person who recommended you for the role and why the potential employer thinks you are a good fit for the role. - Past Candidate Interview Invitation Email
Recruiters keep track of job seekers who stood out in past interviews and send this email whenever their qualifications fit a newly available position. Like the referred job seeker email, this email is also personal since there is already a past encounter between you and the recruiter or company. - Second Interview Invitation Email
In this type of email, the recruiter usually begins with a congratulatory statement and then provides information on what to expect in the next interview process, or round of the hiring process. - Final Interview Invitation Email
This email confirms that you’re one step away from being hired. It will give you details on the next person who will interview you and could also include information about the final steps in the hiring process.
How to Respond to an Interview Request
Responding promptly and professionally to a job interview invitation email is key to making a positive impression on the hiring team. Here are some best practices to follow when crafting your response:
- Respond Promptly
Once you receive a job interview invitation email, it’s best to respond promptly within one to two days. A prompt reply shows your professionalism and interest in the role. It will also secure your most suitable date or time for the interview right away.
However, don’t answer the email on weekends or after office hours. Wait until the next workday morning to send your reply. - Be Polite and Courteous
Be polite by addressing the sender using their name and job title. Confirm your availability and the details of the interview to avoid confusion.
Ensure that you have the correct day and time, and the right location (if it will be done in person). If you need to reschedule an interview, ask if it is alright to do so and explain clearly why you need to reschedule.
Thank the recruiter and show appreciation for being selected for an interview. This shows the recruiter that you’re an enthusiastic, polite, and professional potential employee. - Be Thorough and Ask Questions
Don’t be afraid to ask questions about the interview. This can show that you’re really interested in the role. You can ask about how the interview will be conducted, recommended modes of transportation, or what documents to prepare.
If the job interview email also asks for specific documents, like your portfolio or work samples, remember to attach these to your email when you reply.
Example Responses to Job Interview Emails
To help you understand the best approach to responding to a job interview invitation email, we have provided examples for different scenarios:
Example Response to an Invitation for an In-person Interview
Subject: Confirming Interview Availability - [Your Name]
Dear [TITLE AND NAME],
Thank you for the opportunity to interview for the [POSITION] at [COMPANY]. I am available on [DAY, DATE, AND TIME]. I look forward to meeting you and appreciate the opportunity to discuss the role further.
Please let me know if I can provide any additional information before our meeting or if there are any documents I need to bring.
Thank you again for your consideration.
Sincerely,
[YOUR NAME]
[YOUR MOBILE NUMBER]
Example Response to a Request for Video or Phone Interview
Subject: Phone Interview Availability - [Your Name]
Dear [TITLE AND NAME],
Thank you for inviting me for an interview. I would love to talk to you about the [POSITION] at [COMPANY] over [THE PHONE/OVER A VIDEO CALL]. My number is [YOUR MOBILE NUMBER]. I am available from [STATE YOUR AVAILABLE DAYS AND TIMES]. Please let me know which day and time is most convenient for you.
Also, please let me know if I can give you any other information before then. I look forward to talking with you soon and I appreciate the opportunity to interview for this position.
Warm regards,
[YOUR NAME]
Example Response to a Rescheduling Request
Subject: Request for Interview Rescheduling - [Your Name]
Dear [TITLE AND NAME],
Thank you for the opportunity to be interviewed for the [POSITION] at [COMPANY].
Unfortunately, I have a scheduling conflict with the proposed date and time. Are there any other dates you are available? I am available during these times:
- [AVAILABLE DATE AND TIME 1]
- [AVAILABLE DATE AND TIME 2]
- [AVAILABLE DATE AND TIME 3]
If none of the above days or times work for you, please let me know, and I will do my best to accommodate your schedule. Please let me know if I can give you any other information before we meet.
Thank you again for this great opportunity, and I look forward to meeting with you.
Best,
[YOUR NAME]
[YOUR MOBILE NUMBER]
Example Response in Declining a Job Interview
Subject: Declining Job Interview Request - [Your Name]
Dear [TITLE AND NAME],
Thank you for considering me for the opportunity to interview for the [Position] at [Company]. I appreciate your time and the invitation.
After careful consideration, I have accepted an offer from another company. Therefore, I must politely decline the interview request. However, I would be happy to recommend another qualified candidate if you would like. Please let me know if you are interested, and I will provide their contact information.
Thank you again for reaching out. I hope to have the opportunity to connect with you on possible future opportunities.
Sincerely,
[Your Name]
[Your Mobile Number]
Follow-up Emails after a Job Interview
It’s normal to feel anxious while waiting for a response after an interview. The good news is that you could send a follow-up email after your job interview. It will help ease your mind and show the recruiter your interest in the position. According to a survey, 91% of employers like receiving follow-up thank-you notes or emails from job seekers. Just by sending an email, you can be ahead of the competition!
You can send a follow-up email one week after your interview if you haven’t heard back from the recruiter yet. Give the interviewer enough time to deliberate on all the candidates for the position. You wouldn’t want to look impatient by sending a follow-up email too soon.
When writing follow-up emails, it’s important to craft a strong subject line. You want to show that you’re grateful for the interview. Here are sample subject lines that you could use:
- [YOUR NAME] - Re: Interview last [DATE AND TIME OF INTERVIEW]
- Thank you for your time [TITLE AND NAME OF PERSON YOU ARE EMAILING]
- I enjoyed learning more about [COMPANY]. Thank you!
Open with a salutation addressing the hiring manager’s or the recruiter’s name. State your appreciation for the interview opportunity and your interest in the position. Explain that you are following up on the result of your interview, stating the date and time.
Briefly suggest how your skills and experience can help the company. You can mention a few examples or specific details discussed in the interview to show your enthusiasm. Lastly, ask for a progress update and state that you look forward to the next step of the hiring process.
Here’s an example of a follow-up email after a job interview:
Subject line: Thank you for the interview opportunity, [TITLE AND NAME]
Dear [TITLE AND NAME],
Thank you for taking the time to interview me about the [POSITION last [DATE OF INTERVIEW].
It was great meeting with you and learning more about the position.
I am excited about the opportunity to join [COMPANY]. I am interested in the [SPECIFIC INFORMATION ABOUT THE COMPANY]. I am enthusiastic about [SPECIFIC INFORMATION OR RESPONSIBILITY RELATED TO THE POSITION APPLIED FOR].
I am confident that my [EXAMPLE OF YOUR EXPERIENCE AND/OR SKILL] will enable me to take on the [ROLE] effectively.
I can provide more information or samples of my work to assist in the decision-making process. I look forward to hearing from you.
Best regards,
[YOUR NAME]
[YOUR MOBILE NUMBER]
Best Practices for Responding to Job Interview Emails
In addition to the specific tips mentioned above, following these best practices will help ensure your response to a job interview email is professional and effective:
- Professional Email Etiquette: Maintain a professional tone throughout your email. Avoid using informal language, such as "hey" or adding emojis, as it may not leave a positive impression on the recruiter or hiring manager.
- Common Mistakes to Avoid: Double-check your email for any errors or typos. Run your email through a grammar checker or ask a trusted friend to proofread it for you. Attention to detail is essential to maintain a professional image.
- Proofreading and Editing: Take the time to review your response before clicking the send button. Pay attention to grammar, spelling, and punctuation. Ensure that your email is clear, concise, and error-free.
In this article, we’ve listed the basic types and elements of the interview invitation and how to write the perfect response to a job interview invitation email. You can also apply what you learned to different kinds of work-related emails and refer to the three sample interview confirmation email replies to guide you further.
You can also review how to write follow-up emails after a job interview and the best practices when it comes to responding to job interview emails.
Remember to follow professional email etiquette and use your response to an interview invitation email to make a good first impression on the recruiter or hiring manager. Take the time to carefully craft your response, and review it for any errors before sending it.
Good luck with your job interviews!
FAQs
How long should I wait before responding to a job interview email?
Generally, job seekers should reply within one to two days of receiving a job interview invitation email. Just make sure to send the email response within working days and hours.What should I include in my response email?
A job interview response email should include the following:
- A strong subject line
- A personalized greeting addressed to the sender
- Gratitude for the interview opportunity
- Your confirmation for the selected interview date or a list of available dates and times
- Relevant questions about the interview and other documents to be submitted
- A professional sign-offHow do I decline a job interview invitation politely?
Be courteous and express gratitude for the interview opportunity. Briefly state the reason for declining the job interview request, and recommend another qualified person, if possible. Should I call instead of emailing my response?
In general, emails are better than phone calls, especially when responding to an email interview request. An email gives both the job seeker and the recruiter ample time to note important information and list questions for the prospective interview.Is it okay to ask for more time to respond to an interview request email?
You can ask for extra time to respond to an invitation so the recruiter will be less likely to retract the interview request. You may want to explain why you are requesting more time so that the recruiter is informed.
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