Set Yourself Up For Success
Don’t overthink the reply process. While you want to remain professional and adhere to the proper etiquette, it’s also important to relax and be yourself when responding to an interview invitation. If you can do that successfully, you can apply the same approach to thinking through interview questions and other parts of the hiring process.
As long as you’re clear, concise and polite, you’ll accomplish the task and set a good tone and candidate experience for your upcoming interview.
If you’re looking for more insights on how to prepare for scheduling interviews, meetings, and more, check out this guide on the best .
Template #: Phone Interview
Thank you for submitting your resume to ABC Group. My name is Alice, and Im the hiring manager. Would you be available for a 10-15-minute phone discussion about your application for the Marketing Manager position this week? Id like to tell you more about the ABC group and get to know you better.
Kindly let me know if you are interested, and I will set up a date and time that works for you.
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Simplify Interview Confirmation Emails With Automation
The coordination of interview confirmation emails can be overwhelming at times. Between ensuring candidates have access to all the latest updates during their candidacy and internally coordinating with hiring managers, it can feel a bit like a game of telephone. There’s potential for mixups, which leads to more work.
Prelude has been built with recruitment teams in mind. It supports your coordination effort by sending out automatic calendar invites and interview confirmation emails that sync with your current applicant tracking system.
Prelude enhances the recruiter experience by providing automated support that simplifies the scheduling process for interview appointments.
With intelligent scheduling that recommends the best available interview options according to timezones, preferences, and pool, you’ll spend more time with the right candidates than you do scheduling them. to see how strategic interview scheduling can enhance your hiring power and help you uncover the strongest job candidates.
Example Response Emails For Interview Invitation
Once you checked your schedule and are ready to respond to the interview invitation, you can write a short email reply. Heres a template for your response that you can edit and make your own. For this first example, well write a response to the sample interview request above:
Thank you for reaching out. Id love to join a phone interview with the team. This week, Im free Wednesday from 1:30 pm to 4:45 pm, or Friday from 8:30 am to 12 pm. If those times dont work, Im free Tuesday and Thursday from 2:30 pm to 5 pm next week. The hiring team can reach me at 123-456-7890.
Ive attached a list of my references contact information and a copy of my resume. Please let me know if theres anything else you need from me.
Thank you again for the opportunity to interview, and I look forward to speaking with the team!
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Providing Information To Help Future Hiring Cycle
If you come across a candidate with certain qualifications or knowledge not required for present job openings, make a note of it. In the future, when any such openings arise that match the candidates profile arise, contact them.
For example, if you have a proficient candidate in sales and marketing about presently non-existent openings, make a note of this. Contact the candidate when sales and marketing or similar open positions come up in your company.Make sure you maintain the talent pool. An applicant tracking system can create a talent pool, and you can easily contact them in the future for various job openings in your company.
Refer to this example if you are writing an email to schedule an offline interview:
Thank you for applying to BT Marketing Solutions.
We reviewed your application for the marketing assistant role, and we are happy to inform you that your profile matches our criteria. We would like to invite you for an in-person interview to further discuss your experience and qualifications.
In the interview, you are going to meet Mr Prakash Rajen, the marketing head, and Alia Abdul, the hiring manager. They are going to ask questions about your marketing and branding experience and discuss the details of this role. The meeting would last approximately 60 minutes. Please bring your resume and identity proof to the interview, as we require these documents for record-keeping purposes.
Thank you for applying to Filmy Co.
Sample Email Template For Scheduling An Interview
Subject line: WeÃ¢re inviting you to interview with for the position
Your application for the position caught our attention, and weÃ¢d like to invite you for an interview. This is a chance to learn more about the position and for us to learn more about you.
You will meet with the department manager . The interview will last about minutes and youÃ¢ll have the chance to discuss the position and learn more about our company.
Please feel free to choose the time that suits you best at the following link:
Looking forward to hearing from you,
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Getting To Know The Candidate
You can use a wide variation of these questions, but generally speaking, it’s good to know what the candidate wants in their career when interviewing them. This can help you sell the role or be honest about parts of the role they may not desire. Share information with the candidate that’s best for them to vet the role when their skillsets align with expectations.
It’s important to be honest as a recruiter and hiring manager. This will pay off in the long run.
Greet The Candidate And Open With An Invitation
After collecting all the information above, you can begin writing your email. You may start by greeting the candidate professionally and being careful to spell their name correctly. From here, you can begin your opening paragraph by referencing the candidateâs application, stating the title of the job they applied for and inviting them to interview for the role.
In your invitation, include key details like the time, date and location of the interview and whether you plan for it to be held in-person or remotely using video conferencing tools. In addition, it may be useful to mention whether the interview will be a one-on-one interview or a group interview with other candidates present.
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Template #: Friendly Interview Invitation
Thank you for applying for the Pastry Chef position at Polly Bakery. I liked your resume and samples of your works, and I would love to meet with you for a face-to-face interview at our bakery to learn more about your background.
We are located at 1212 Anderson Street in Piedmont. Please bring two copies of your resume and a positive attitude to the interview. You will be speaking to the following team members:
- Polly Smith, Owner
- Jessica Smith, Pastry Chef
You will speak with us for approximately one hour. As we want to let you choose the time for this meeting, I listed some date and time options below when we are available next week:
- Wednesday, June, 1st at 10:30 a.m.
- Wednesday, June, 1st at 3:45 p.m.
- Thursday, June, 2d at 11:00 a.m.
- Friday, June, 3rd at 13:30 p.m.
Please confirm the appointment date not later than Saturday. In case you have any questions before the interview, please feel free to contact me at 222.2222. We look forward to seeing you!
What Is An Informational Interview
An informational interview, also known as an informational conversation, is a meeting in which you discuss a company or a specific career with a current employee. Through questions youve compiled based on previous research, you can learn more about the organization. An informational interview is a great way to gather information on specific organizations or company roles if you are searching for a job or looking to change careers. Unlike a formal interview, an informational conversation is more informal and isnt related to a specific open role.
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Interview Invitation Reply To Decline The Offer
Heres an example of how to decline an interview invitation by email:
Thank you for your earlier inviting me to interview for the role at .
I truly appreciate your interest in meeting with me to discuss my suitability for the role. However, I unfortunately will have to decline as I have decided to take on an opportunity at another organisation/this role is not the right fit for me at this time.
I wish you all the best in finding the right candidate for this role.
What Is An Interview Invitation Email
An interview invitation email is a professional and personalised correspondence sent by the recruiter to a job candidate, inviting them for a formal discussion about the job position. You can invite the candidate for a telephone, virtual or physical interview.
While there are no fundamental rules for the interview invitation email format, it must contain all the necessary information required for a candidate. In this email, you need to share details about the date, time, duration, and other relevant information with the candidate. This can help them decide if they should agree to the interview and what preparations they need to make in advance.
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Stage Of The Interview
If you had no prior contact with your potential employee, what you need is to state that you are sending an interview invitation: We reviewed your application and would like to start the interview process with you. If you have already talked to the candidate over the phone or Skype, explain what they should expect from your second/third meeting.
How To Invite A Candidate To Interview: An Email Template
Youve agonized over the job description and finally posted it into the world, and now its time to narrow that stack of resumes on your desk down to a select few.
When youve picked those lucky candidates to invite in for an interview, use our quick-and-dirty email template to get them in the door.
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Video Conferencing Interview Invitation Email
When requesting a video interview, send the interview invitation far enough in advance so they are able to plan accordingly without unnecessary stress.
Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information they will need to join the interview.
Subject Line:: Video Interview Availability
Thank you for applying to the position at .
After reviewing your application, we would like to invite you to interview with , our .
So we can get to know you better, the interview will be conducted over video using and last about in total.
We want you to be able to plan accordingly, so weve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.
Were looking forward to continuing the conversation.
Scheduling An Interview: Best Follow
Have you ever lost temper when another follow-up email went nowhere? Im sure you have. Thats one of the most stressful things in the sales reps work contact, wait, contact again, and often get disappointed.
Not a surprise lots of salespeople give up: 70% stop following up at once, robbing themselves of an opportunity to shine with their offer during the personal meeting. Meanwhile, if you go on sending follow-ups, youll have a 25% chance to hear back and schedule an interview with your prospect.
In this post, we will provide you with the top follow-up email templates for scheduling an interview with your potential customer and prove followßups are the core of a successful sales process.
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Second Interview Invitation Email
When you are ready to invite a candidate to a second interview regardless of its format use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them engaged. Additionally, provide any helpful information upfront so they continue to feel supported and confident ahead of every conversation with your team.
Subject Line: : Invitation for Second Interview
Thank you for taking the time to speak with about the position at .
Were quite impressed by you and are eager to continue the conversation! Wed like to schedule a second interview with you during one of the following time options:
You will be speaking with , , and the interview should last no more than .
Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time.
Scheduling An Interview Email
This is a sample email template you can use to invite a candidate to interview. Depending on your company culture, you can choose a formal or more casual style. Make sure your subject line clearly communicates the interview invitation, outline all the necessary information the candidate should know as well as details about the interviewing process.
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Use This Template For Your Next Interview Confirmation Email
The interview confirmation email is an essential part of the candidate experience. It sets the tone for candidates and provides them with key information. It’s the first step in building rapport with potential job candidates.
Preparing a clear, easy to follow, and thorough interview confirmation email shows the candidate that you’ve taken consideration to set them up for success. This saves time by minimizing back and forth and ensures everyone is on the same page.
Below I’ll list what to include in the interview confirmation email and provide you with a sample email template that’s easy to adapt for your unique recruitment process. Confirmations and the level of detail involved will vary depending on the stage of the interview. For this article let’s assume we’re referring to the earlier stages of the hiring process.
Sample #: Decline The Interview Invitation
If the job isnt right for you, you can still take the meeting. Youll be top of mind for other, more suitable positions after the interviewer gets to know you. If you still want to , heres a sample response.
Dear Mr. Jones:
Thank you for inviting me to interview for the account executive position at ABC Company. I appreciate your interest in my credentials, but I would like to respectfully decline. At this point in my career, I am focused on manager-level opportunities.
I remain interested in employment at your companyplease keep me in mind if a management position opens up.
I wish you all the best as you seek to fill this position.
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Confirm The New Interview Date And Time
Once the hiring manager or recruiter gets back to you with a new date for your interview, write back right away and confirm that youâll be there. You can reiterate how much youâre looking forward to speaking with them and getting to know more about the position.
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What An Email Invitation To An Interview Should Include
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 about for what position the candidate will be interviewing.
- 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. Or the interview may be remote, so it’s important to specify the details.
- The person who will be conducting the interview: Will it be a representative from human resources, the hiring manager, a potential team memberor some combination of those employees?
- 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.
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