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How to administer an email interview

After all your hard work applying for a job, how will you find out whether the company is interested in interviewing you? The answer: keep a close eye on your email for a job interview invitation letter.

If you're lucky, a company may acknowledge their original receipt of your job application. But very often, a company will only contact you if they are serious about inviting you to a phone or in-person interview.

How Interviews Are Scheduled

If you’ve successfully caught their attention with your initial cover letter and resume, the hiring manager will typically reach out through email or phone to set up an interview time.

Sometimes the company will specify an exact time. More often, though, the person emailing will suggest a few potential times, or ask the applicant to share convenient times for the interview.

Interview Invitation Email Examples

Here is an example of an interview invitation letter specifying a date and time for the applicant to interview, an invitation for a video interview, and an example of an invitation requesting that the applicant select an interview slot online.

Invitation to Interview With a Date and Time

This is a job interview invitation letter example. Download the job interview invitation letter template (compatible with Google Docs and Word Online) or see below for more examples.

How to administer an email interview

Invitation to Interview With a Date and Time (Text Version)

Subject: Invitation to Interview

Dear Jane Applicant,

Thank you for applying for the position of office administrator with ABC Company in Minneapolis, MN.

We would like to invite you to come to our office to interview for the position. Your interview has been scheduled for May 10, 2021, 1 pm, at 123 Main Street, Minneapolis, MN 55199.

Please call me at 651-555-6666 or email me at johnsmith@abccompany.com if you have any questions or need to reschedule.

John Smith
Regional Manager
ABC Company
123 Main Street, Minneapolis, MN 55199
651-555-6666
johnsmith@abccompany.com

Interview Invitation for a Virtual Interview

Subject: Marketing Coordinator Interview Invitation

We have received your application for the marketing coordinator position at XYZ Company. Thank you very much for your interest in our organization.

I would like to schedule a video call to discuss the position with you. Could you let me know your availability for early next week?

When we have a time scheduled, I'll send you a calendar invitation to confirm the details with instructions for participating in the call.

Tobias Cramer
Recruiting Manager
XYZ Company
tobias.cramer@xyzcompany.com
555-555-1212

Interview Invitation With a Request to Sign Up Online

The following is an example of a letter stating the job applicant has been selected for an interview. In this case, the candidate is advised to go online to schedule the interview.

Invitation to Select an Interview Date (Text Version)

Subject: Invitation to Schedule an Interview

Dear Mark Donato,

Thank you for submitting an online application for the position of shift manager at French Bread Deli in Springfield, MA. We have looked over your application and would like to invite you to interview with our company as soon as possible.

Please visit the "Jobs" page on our website, www.frenchbreaddeli.com. Click on "Schedule Interview" in the top left corner of the page to schedule an interview in the upcoming weeks. You will be prompted for a password – type in “Mai Oui.” You will be then taken to our scheduling page, where you can select and reserve an interview time. These slots fill quickly, so we recommend that you schedule as soon as possible to receive your preferred time.

If you have any difficulties scheduling an interview, feel free to email me at mtaylor@frenchbreaddeli.com.

Manager
French Bread Deli
100 Main Street
Springfield, MA, 01106
555-555-5555
mtaylor@frenchbreaddeli.com

How to Respond to an Invitation for an Interview

Once you've received this invitation, what should you do next? Start by giving yourself a moment to celebrate your accomplishment! Many jobs have tons of applicants, so it's a big deal to make it to the interview stage.

Once you've spent some time feeling proud of yourself, respond to the email.

Aim to respond promptly. Ideally, you will send your email response the same day that you receive the invitation to demonstrate your enthusiasm to be interviewed.

Confirm the Details

Confirm whether you can make the interview time mentioned in the email. If you can’t attend an interview at the suggested time or date, simply state that the time doesn’t work for you, and offer some alternatives. (There’s no need to go into detail about why you can’t make the original time.)

Respond Professionally

In your note, aim to match the tone of the person who emailed you about the interview; as a general rule, it’s preferable to be formal rather than casual, using an appropriate business letter salutation and a conservative tone. Always proofread your email carefully before you hit send to avoid typos and grammatical errors.

Remember to be polite, and mention that you're looking forward to the opportunity to meet them and learn more about their organization.

Now that the interview is scheduled, it’s time to prepare for the interview.

How to administer an email interview

When interviewing candidates as a team, your hiring decisions rely on good communication between interviewers. And this involves both giving clear, specific interview feedback and sharing it with your team in a consistent way.

Here’s a guide on how to help your hiring teams to provide productive and fair interview feedback they can rely on throughout the entire recruiting process:

How to train your hiring team to give effective interview feedback

Arrange meetings or mini-workshops with hiring teams to guide them on effective post-interview communication. Use our examples below when you want to coach team members to:

Justify their choice to disqualify or move a candidate to the next hiring stage.

I don’t think we should move forward with the candidate at this point, as they lack experience in XYZ software which is a must-have for this role.

I don’t think we should move forward with the candidate at this point – I just get a feeling they won’t be a good fit.

Raise concerns about candidates’ skills, behaviors, potential or overall interview performance.

This candidate has extensive work experience, but I’m not sure whether [he/she] would stay motivated in this role for long. It’d be worth discussing their career goals in the next interview.

This candidate has extensive work experience, but I’m not sure whether [he/she] is the kind of person the team would like to hang out with.

Make well-rounded hiring decisions.

This candidate is familiar with our company and showed interest in learning more about our upcoming projects. Considering [Hiring manager’s] notes about the candidate’s performance on the assignment, I think [he/she] will be a very good fit for this role and the company in general.

This candidate passed the technical test, so I think we should move on with a job offer.

Provide information that could be useful in the future (like when considering past candidates for a new role or when giving feedback to rejected candidates.)

Based on [his/her] assignment, this candidate has no experience [in specific techniques or software, like debugging in Python.] We could consider [him/her] in the future if we have an opening for [a C++ programmer] which seems to be [his/her] area of expertise.

Based on [his/her] assignment, this candidate isn’t qualified for the role.

Workable’s applicant tracking system can make your interview process faster and more effective. Request a demo today to see why we’re loved by more than 6,000 companies worldwide.

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Discover everything you can do with Workable.

How to help your hiring team share interview feedback efficiently

With post-interview communication, it doesn’t only matter what you say, but also how you share your feedback with your team members. Timely, well-organized and easily accessible feedback helps make better hiring decisions faster.

DEI in the workplace is easy to support, but hard to implement.

Learn more in our new report

Here’s how to build systems and scores to document interview feedback for hiring managers and the whole hiring team consistently throughout your recruiting process:

Keep all comments in one place. Exchanging emails to share feedback may result in clogged inboxes and miscommunication (for example, if you forget to cc a coworker or accidentally delete an email.) Instead, use a shared document or a platform that all team members can access at any time. And ask team members to write down their feedback right after the interviews, when the conversation is still fresh in their minds.

Use interview scorecards. Share lists of interview questions per stage so that everyone on the hiring team knows what other interviewers have covered. Each interviewer should ask different questions so they can learn something new about the candidate at each stage. This helps make the final decision more informed and also makes for good candidate experience by avoiding repetitive questions.

Here’s an example:

Q:Please name our main competitors. What are the differences between them and us?
A: Mentioned our biggest competitors, X, Y and Z. Came very well prepared to the interview and described our competitive advantages.

Q:When are you available to start working with us?
A: Needs to give one month notice.

Standardize the skills interviewers should evaluate. Vague questions like “What did you think of X candidate?” may result in equally vague answers. For more specific and useful feedback, create categories of skills you want to evaluate (e.g. “X Software knowledge”, “Collaboration”.)

Also, use rating systems to allow for quick answers. You could use a point system from 1 to 5, a qualitative scale from “Exceeds requirements” to “Doesn’t meet requirements” or a multiple choice between “No”, “Yes” and “Definitely.”

How capable the candidate is to build relationships with potential customers and sell products.

  • Exceeds requirements
  • Meets requirements
  • Needs training
  • Doesn’t meet requirements

How capable the candidate is in setting attainable and challenging goals for team members.

  • Exceeds requirements
  • Meets requirements
  • Needs training
  • Doesn’t meet requirements

Allow for flexibility too. Using a rating scale for structured feedback can save your team time from trying to decipher other interviewers’ evaluations. But, make sure that hiring teams can also share any additional comments they have in an efficient way. For example, add a text field, where interviewers can draw attention to something that stood out to them about the candidate or share their overall impression.

Automate the process, when possible. Set up automated notifications after each interview to remind interviewers they need to share their feedback. To help hiring teams share their evaluations and keep every comment organized, consider investing in effective software. Workable is an all-in-one recruiting platform that lets you share interview feedback with your hiring team in a safe and collaborative environment. Learn how to:

How to administer an email interview

After doing all of the stressful initial work of your job search—crafting a professional resume and cover letter, searching job advertisements, applying to promising job openings, and more—you’ve finally landed an interview. Yet, through no fault of your own, you missed the interview. Perhaps you or a child fell ill, or your car broke down, or you were stuck in traffic, or you lost internet or phone service.

Is it even possible to explain and remedy the situation? It is—if you contact the employer as soon as reasonably possible and follow up with a formal written apology via email.

Inform the Interviewer as Soon as Possible

If you are missing an interview, you almost always will know you are going to miss it before the scheduled time. As soon as you know it is inevitable that you won't be able to make the interview, make calling or emailing the potential employer a priority. Be honest about the situation and stress that the interview is important to you and you want the opportunity to reschedule.

Communicating the issue as quickly as possible will show the employer that you value punctuality, despite the circumstances, and that you still are genuinely interested in the position. It also provides the employer with an insight into how you would deal with missing a meeting with a client or co-worker. Employers understand that issues come up, and if you handle it professionally, it could end up being a positive for you in the long run.

If an extreme emergency prevents you from making immediate contact with the employer, still make it a priority to contact them as soon as you are able.

How to Explain What Happened

Even if the circumstances preventing you from making it to an interview could not have been anticipated or were otherwise unavoidable, make it clear to the employer that you understand it was your responsibility to be there at the designated and that you know you failed to meet that obligation.

Explain the reason for missing the interview, but make sure you leave the employer with the impression that you are someone who understands personal responsibility and takes it seriously.

Send a Follow up via Email

Even if you've successfully rescheduled your interview with a prompt phone call, a follow-up email to thank the employer for a second chance and to confirm the date and time of the rescheduled interview is a good idea.

If you were unable to reach the employer via phone and only left a message, the email can serve as a way to state your apology and request a second chance.

Review a Sample Email Message

This sample email assumes you only were able to leave a message with your phone call and that the reason you missed the interview was an accident on the highway. Your specific circumstances obviously will be different, but the gist of the message is the same.

Subject: Your Name – Interview

Dear Mr./Ms. Interviewer,

I would like to apologize most sincerely for missing my interview today at 8 a.m. I attempted to call as soon as I realized I would not make the scheduled time, but I was only able to leave a message via voicemail. A freeway accident involving a semi-truck stopped traffic completely for 30 minutes on my way to your office, but that is no excuse.

I should have left my home even earlier to ensure I would arrive on time.

As a public relations firm, I understand that XYZ Public Relations Company values professionalism, which includes timeliness. Whether in a staff meeting or a client consultation, I understand that you would expect your employees to be punctual and to notify you ahead of time if they are delayed.

I am currently taking steps to ensure that I am not late for a meeting again. I plan to leave for meetings even earlier than I already do to ensure I am on time regardless of delays. I also will always check local traffic reports before planning my driving route.

I demonstrated a lack of professionalism today. However, I would like to request another opportunity to interview with you for the position of communications assistant. I know that despite my embarrassing error, I am an ideal candidate for the position due to my extensive experience and my proven ability to achieve quantitative results for my clients.

I will follow up via phone to see if we can schedule a time to meet again. Again, I am very sorry for my actions. I look forward to meeting you and demonstrating to you why I am a strong candidate for the position.

I’m trying to tell someone when I’d be available for an interview.

Seems easy, right?

I’m available 8-11 AM on the 1st and 3-5 PM on the 2nd.

But this seems ambiguous in that “8-11” could mean either I’m available ending at 11, or the latest I can start the interview is 11.

Or I could just say: (e.g. for an hour interview)

I’m available starting at any point between 8 and 10 AM on the 1st and 3 and 4 PM on the 2nd.

But this would only work when I know the duration of the interview (which I don’t).

I will ask how long the interview will be, but I’d like to also give my availability in the same email, to avoid the additional unnecessary back-and-forth.

Of course I can also just explain what the end time means:

I’m available from 8 AM onward ending no later than 11 AM on the 1st.

But this would get very clunky when trying to specify multiple time ranges.

How can I unambiguously and briefly give my availability in the form of time ranges?

4 Answers 4

I’m available as early as 8:00 AM, but I have a hard-stop at 11:00Am, so the earlier the better.

Or something like that, but you want to be clear that you have an obligation to end at 11.

How to administer an email interview

Just stick with “I’m available between 8-11am on the 1st, and 3-5pm on the 3rd”.

The use of the word “between” implies that there is a hard cap at 11am. The hyphens are used because that is idiomatic when specifying time ranges.

Your second and third examples, and all the other weird and wonderful wordings you might see, will just signify you as someone with a very awkward communication style.

You generally don’t want to show that when you go for interviews. Stick with the simplest, commonest forms.

I’m trying to tell someone when I’d be available for an interview. – Seems easy, right?

I’m available 8-11 AM. – But this seems ambiguous .

But this would only work when I know the duration of the interview (which I don’t).

I am available between 8 and 11am, with long interviews to start by 9.

That seems fairly obvious that you won’t be able to arrive before 8am and not only does it open up inquiring about the duration but makes it quite clear that you want to be on your way prior to the last minute.

I always ask about number of interviews and their structure if it’s not clear that it’s casual (meet the people and we’ll let you know soon) vs. comparators and looky-lous (we can’t tell you or you’ll have to wait to ask).

Don’t leave them with the impression that your time is unimportant or that you’ll jump through hoops at the drop of a hat, unless it’s your first job and you need to be flexible over other considerations.

These days, the whole world is stirring approaching digital platforms. Most people would like to preserve their works on social media platforms. People have been trying to adopt in this digital environment the seconds. In another way, if you are petitioning for a job with digital interviews. It is necessary that what to predict and how to do best to represent yourself during the interview. Here we are operating to share the most effective tips for digital interviews. Hopefully, that will help you a lot to get a successful job. For more info follow our social media platform #ThinkWithNiche.

A Digital Interview

A digital interview is an online interview where applicants use social media platforms to abandon their interviews example- video call interviews on the Zoom and Goggle meeting. There does not involve real-time nitration connecting the applicants and the hiring manager. These days, the demand for digital interviews has increased because of the covid – 19. People want to do the jobs from their homes. The companies are also contributing to both options. In a digital interview, an applicant is using a window in which they can submit their interviews. Here you will get some valuable tips for digital interviews. Let’s explore it.

Estimable Tips for Digital Interviews

Being a successful employee, you need to clear the interview of that company. Here are few relevant tips for your digital interviews.

Do your research Before the Interview

Before the interview, you need to do valuable research about that company. Having a high complete knowledge base when interviewing also allows you to speak more confidently. It is the most effective way to impress your interviewer, and this makes your responses more natural and leaves a stringer impression in the front of the interview panel team.

Understand Your Product

Today, most big companies are also selecting their candidates through online interviews. If you are going to give your interview in a customer service-based company, you should get some info on that product for better understanding. Because the interviewers accept that candidate has good information about the company products and schemes. Therefore, having good knowledge about the service and products, it’s created a remarkable impact on the example of the interview – Biju’s is the world fastest Ed-tech company in India, they provide online Tablet courses to their students.

Select a Good Location

Before your interview, picks a noise-free and good location. Try to choose a space that is well lit and with a minimal distracting background. Your place should be peaceful, where they can see and hear your answers.

Fix Your Interview Digital Tools

Before the start of your interview, you have to fix your device and network. Your network should be smooth and active. Due to the poor network, your device will start searching for a good network during the interview. It can create trouble for you. You should also ensure it is plugged into a power source to avoid your battery dying during the interview and that both the camera and microphone are working clearly.

How to administer an email interview

You passed the phone screen with flying colors, and now you’re waiting to get that all-important email invitation to set up your first interview.

Knowing what to expect from that invitation—and what information to ask for, if it is not included in the email—could help you sail into the interview with confidence and land the job.

What an Email Invitation to an Interview Should Include

How to administer an email interview

The email invitation to interview should include the following:

  • The position: Ideally, both the applicant and the hiring manager know that, but it is helpful if the email is clear.
  • The date, time, and location of the interview: Applicants need to know when to show up and where. Companies often have multiple branches or work out of a few floors in the same building.
  • The person who will be conducting the interview: Will it be a representative from human resources, the hiring manager, a potential team member—or some combination of those folks?
  • What to bring to the interview: Applicants may be asked to bring a resume, samples of work, references, etc.
  • A contact number or email: This is important in case anyone has questions or needs to reschedule.

Email Invitation to Interview Example

This example of an email invitation sent to a job applicant who has been selected for a one-on-one interview is brief and gets to the point.

Invitation to Interview Sample

Subject: Invitation to Interview

Dear Sara Potts,

As a result of your application for the position of Account Analyst, I would like to invite you to attend an interview on June 30, at 9 a.m. at our office in Quincy, Massachusetts.

You will have an interview with the department manager, Edie Wilson. The interview will last about 45 minutes. Please bring a list of three references as well as a copy of your driver's license to the interview.

If the date or time of the interview is inconvenient, please contact me by phone (518-555-5555) or email tgunn@randall.com) to arrange another appointment. We look forward to seeing you.

Thomas Gunn
Administrative Director
Randall & Associates
101 Beech Street
Quincy, MA 02169
518-555-5555
tgunn@randall.com

How Applicants Should Reply

Express your thanks. Applicants should begin their message by thanking the person who contacted them for the opportunity. It’s polite and will make sure that your future interactions start off on the right foot. Further, it shows the hiring manager that you understand professional etiquette.

Make sure have the right information. Confirm the details outlined in their invitation. It might feel strange to re-type the date and time of the interview in a reply, but the hiring manager sending the invitation might be arranging several other interviews at the same time. Writing it out gives the hiring manager a chance to catch a mistake if any incorrect details were included.

Clarify any points of confusion. Is crucial information missing from the email invitation? Don’t be afraid to ask for more information. No hiring manager should think less of an applicant for wanting to know exactly who they will be speaking with. In fact, asking is more likely to make an applicant look like a conscientious person who is prepared and doesn't like wasting people's time.

Sample Response Email Message

Here’s an example of a response from the applicant confirming the interview. Also review more examples and tips for accepting an interview.

Interview Reponse Sample

Subject: Interview Confirmation Account Analyst Position – Sara Potts

Thank you very much for the invitation to interview for the Account Analyst position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Quincy office.

If I can provide you with any further information prior to the interview, please let me know.

During the hiring process, you may encounter an event that requires you to cancel an interview. Calling or emailing a cancellation notice allows you to maintain a professional connection with the company and interviewer. Learning the steps for canceling can serve as a guide for being polite and following basic business etiquette. In this article, we discuss how to cancel an interview and provide a template and example for canceling an interview via email. 

Why should you cancel an interview? 

You may need to cancel an interview for several reasons, including:

  • You received a job offer from another company.
  • You learned more about the business or position and determined you weren’t the right fit.
  • You decided to change career paths or go back to school.
  • You need to move and cannot commute to the company’s location.

Canceling your interview as soon as you can allow the potential employer to continue their hiring process without considering you. It can help the interviewer reschedule their time to fit their needs. Canceling with notice can also demonstrate your professionalism and can help you maintain contact with the hiring manager. This is especially important if you think you may want to apply with them again in the future.

In some cases, you may need to reschedule your interview. If you plan to reschedule, make sure you have a list of alternative times in which you’re available so you can prepare for the interview immediately.

How to cancel an interview via phone call or email

Here are the critical steps for canceling an interview via email: 
1. Give your notice as soon as possible.
2. Plan to reschedule if needed.
3. Be brief and courteous.
4. Mention the interview details.

1. Give your notice as soon as possible

When you’ve decided to cancel an interview, you should contact the hiring manager as soon as possible. This is especially important if you want to reschedule. If feasible, try to cancel your interview at least a day in advance. Giving the proper notice shows respect for their time and will help with the rescheduling process. 

Depending on how you’ve been communicating with the hiring manager, you can either call or send an email. If you need to cancel without much notice, you should call to deliver your message as quickly as possible. If you’ve been communicating with the interviewer via email, you can send an email at least a day in advance.

2. Plan to reschedule if needed

If you can’t attend the interview due to unforeseen circumstances, you can still attempt to reschedule. Call or email with times you are available for an interview, apologize for the inconvenience and reassure the interviewer that you’re still interested in the position. It can be helpful to offer your reason for rescheduling so they understand the circumstances. If you’re a strong candidate, the hiring manager may be willing to work with you to find another time to interview. 

3. Be brief and courteous

When canceling an interview, you don’t need to give a reason, though offering one is common in this scenario. If you do give a reason, make sure to be brief and professional. You can explain in one or two sentences. 

Be courteous, especially if you think you might apply for another position with the same company or even the same hiring manager in the future. Apologize for the cancellation and thank the individual for their time. Being polite can help you maintain your professional network.

4. Mention the interview details

When you call or email, be sure to mention the date, time and location of the interview. Include the position you planned to interview for as well. Hiring managers may work with many candidates for different positions simultaneously, so you should make it as easy as possible for them to identify you quickly. Including the details can help them find your interview slot on the calendar and plan their time accordingly.

Interview cancellation email templates

Use these templates for rescheduling or canceling an interview to help you write your own:

Cancellation email template

Subject: [ Your name ] —Interview cancellation

Dear [ interviewer’s name ] ,

Thank you for contacting me regarding the open [ position name ] available at [ company name ] . I am reaching out to let you know that I need to cancel the interview scheduled for [ date and time ] at [ interview location ] .

While I do appreciate the opportunity, I am no longer available for this position. [ Include reason if applicable. ]

I apologize for any inconvenience and sincerely appreciate your time and consideration.

Sincerely,
[ Your name ]

Reschedule email template

Subject: [ Your name ] —Reschedule interview

Dear [ interviewer’s name ] ,

Thank you for contacting me regarding the open [ position name ] available at [ company name ] . I am reaching out to let you know that I need to cancel the interview scheduled for [ date and time ] at [ company location ] . [ Include a brief reason. ]

Would it be possible to reschedule the interview for [ include date ] ? If so, [ specify date and time ] would work best for me.

I apologize for any inconvenience and sincerely appreciate your time and consideration.

Sincerely,
[ Your name ]
[ Your contact information ]

Interview cancellation email examples

These examples follow the provided templates: 

Cancellation email example

*Subject: Josie Mong—Interview cancellation*

Thank you for contacting me regarding the open database administrator role available at MegaSports. I am reaching out to let you know that I need to cancel the interview scheduled for March 8 at 2 p.m. at your headquarters.

While I do appreciate the opportunity, I am no longer available to interview for this position. I have decided to move abroad to be closer to my family.

I apologize for any inconvenience and sincerely appreciate your time and consideration.

Reschedule email example

*Subject: Alexa Rodriguez—Reschedule interview*

Thank you for contacting me regarding the open cashier position available at Cheer Time USA. I am reaching out to let you know that I need to cancel the interview scheduled for July 2 at 3 p.m. I need to cover a coworker’s shift who is taking time off for a family emergency.

Would it be possible to reschedule the interview for July 3? If so, 3 p.m. would work best for me.

I apologize for any inconvenience and sincerely appreciate your time and consideration.

Use this video interview invitation email template during your hiring process to schedule video calls with candidates. Video interviews help you screen candidates before inviting them to an on-site interview.

How to administer an email interviewWhen writing this email, it’s best to make sure your subject line clearly communicates that you’re sending a video interview invitation. Otherwise, candidates may not open your message.

  • If this is the first time you communicate with the candidate after they applied to work at your company, mention the position you’re interviewing for and briefly explain that this video call is part of your hiring process.
  • If you have already informed the candidate about the video interview, you can coordinate via email to arrange the details. Set the date and time, inform about the estimated duration of the interview and explain how you will call them (e.g. exchange Skype accounts or provide candidates with a link to follow to log into the interview.)

To avoid confusion when you’re scheduling your video interviews, remember to point out correct time zones, if you and your candidates are in different locations.

You can customize this video interview email template to strike a more casual or formal tone, depending on your company culture.

If you are conducting phone interviews with candidates, check our Phone interview invitation email template and Phone screening interview questions. You can confirm the interview using our phone interview confirmation template.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Video interview invitation email template

Email subject line: Invitation to video interview – [Company_name] / Video interview with [Company_name] for the [Job_title] position

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

My name is [Your_Name] and I’m a [recruiter/the hiring manager] at [Company_name.] I would like to schedule a video call with you to discuss about your application for the [Job_title] role.

I’d like to tell you more about [Company_name] and get to know you a bit better.

Would you be available for a short introductory video call [give a specific timeframe – like, early next week?]

Please note that [in order to conduct this video call, I will need your Skype/Hangouts account details before the interview date / once we agree on the date and time of the interview, I will send you a link so that you can join the call from your computer.]

How to Respond to an Interview Request: 2 Sample Emails

October 30th, 2016 by lewis

How to administer an email interview

Congratulations! You received an interview invitation! Let’s get started on a professional response that will have recruiters and hiring managers wanting more. For inspiration, take a look at our email and phone call/voicemail templates below.

Be Prompt

The response to an interview request should always be done on the same or next day. The sooner the better, so check your email and voicemail frequently!

Structuring Your Interview Response

Respond to email invitation requests through email. Phone calls should be answered personally (if possible), and given a call back if they go to voicemail.

The structure of your interview response should include:

  1. Formal greeting and salutation (exp: Dear Mr./Ms.).
  2. Thanking the recruiter/hiring manager and accepting the invitation.
  3. Confirmation of scheduling details (date, time, interviewer, location).
  4. Alternative time and date if you have a scheduling conflict.
  5. Request for a reply to confirm interview scheduling details.
  6. Proper closing salutations (exp: Sincerely, Regards, Yours).
  7. Include your full name, phone number, and/or email.

If needed: Answer any questions from the employer, or ask any questions about the interview process.

Email Template: “Thank you for inviting me to the interview…”

The following template can be used for email interview invitations:

Dear Mr./Ms. [Recruiter or Hiring Manager],

Thank you for inviting me to the interview for the [Job Title] position at [Company]. I appreciate you considering me for the position and I look forward to meeting you soon.

As per your availability, I would like to schedule the interview on [Day of the Week], [Date] at [Time, AM/PM, Timezone] in the [Company Office] at [Address]. Please let me know if the time and interview location works for you.

I am excited to learn more about the opportunities at [Company]. Thank you for your time and consideration.

[Your Phone Number]

Phone Call/Voicemail Template

The following template can be used for phone calls or voicemail:

Mr./Ms. [Recruiter or Hiring Manager],

Thank you for calling me to schedule an interview. I’m sorry that I couldn’t take your call earlier. I am available to interview with you on [Day of the Week], [Date] at [Time, AM/PM, Timezone]. I understand the interview will be held in [Company Office] at [Address].

Please let me know if the time and interview location works for you. I look forward to meeting you soon. To contact me, please call me at this number or email me at [Email Address].