Email Template To Invite Candidate For Interview

What To Look For In A Reply

A qualified candidate who demonstrates professionalism and enthusiasm may include a few fundamental components in their reply. Here are those components explained:

• Gratitude: Typically, candidates reply by expressing their gratitude for your invitation and thanking you for the opportunity to interview. This shows the candidates courtesy and makes a positive first impression that may foreshadow their ability to interact respectfully with organizational members.

• Confirmation of details: A candidate may confirm the details that you outline in your invitation, including the date, time and location of the interview, so they can assure their attendance and have a record of their commitment. In addition, if the interview time slot doesnt work for the candidate, they may request an alternate time and then confirm these details.

• Clarification: If a candidate has confusion about any of the details you included in the email, they may reach out to clarify information, like who they can expect to meet with, where the interview will take place and what type of evaluation they may encounter. This type of clarification can allow candidates to prepare themselves adequately.

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How To Write An Email Interview Request

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeeds data and insights to deliver useful tips to help guide your career journey.

As a human resources professional, you may interact frequently with job candidates throughout the interviewing and hiring processes. With this, its likely youll need to request an interview via email, which is an important step in beginning a candidates evaluation and determining whether theyre a good fit. Therefore, it may be helpful to review more information on how to write an effective invitation to a candidate. In this article, we outline what an email for an interview request is, a step-by-step guide for writing one, both a template and example email and what to expect from a candidates reply.

Follow The Tone Your Company Identifies With

If your company follows a more relaxed and informal work culture, make sure your email reflects it. Most millennials prefer such organizations.

So, showcasing it through the content will increase your chances of receiving confirmations.

However, if your organization believes in a more formal and professional approach, let your email translate the same and make way for the most suitable candidates.

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Interview Request Email Template

While its advisable to craft a personalized letter when communicating with applicants or an employer, it doesnt necessarily mean that you have to start from scratch. Consider modifying the customizable template below to schedule an interview and save on time.

Subject line: Invitation to an interview at

Dear ,

Thank you for your interest in our company. Following your application for a position at , I would like to invite you to attend an interview at our main office.

You will meet with a group of people from our . The meeting is scheduled to last about . Youll have an opportunity to discuss the expectations of the role with regards to duties and responsibilities as well as more information about .

We want to meet up with you some time . Kindly, inform us which of the following days and time slots are convenient for you by contacting us by phone or email . We will be sending out a calendar meeting invitation once we get a response.

If you are not comfortable with any of these slots, please let me know as soon as possible to rearrange the appointment.

Our main office is located at . Find attached a link and a screenshot of the exact location. Please bring with you your identification documents, portfolios, several copies of your resume and references. Ask for when you arrive.

Looking forward to your feedback.

Regards,

Interview Request Emails Vs Over The Phone

Its important to first note why email surpasses phone calls for inviting candidates to interview. While a phone call can be more personal and endearing from a candidates perspective, an unknown caller can be intimidating and seen as an invasion of privacy. Its also impossible to know the environment where candidates are when receiving these calls so it leads to unproductive, flustered conversations.Email can be accessed at a candidates convenience and be discreet regardless of the environment. Its a great way to send engaging content and more detailed information that they can keep at the ready as they progress through the interview process, too.

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Interview Invitation Reply Example

Heres an example of how to reply to an interview invitation email:

Dear ,

Thank you again for your earlier inviting me to interview for the role at .

I am emailing to confirm that the interview will take place at , at . Are there any other details I should know before arrival, or anything you would like me to prepare in particular?

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, I think my previous work in would make me an ideal candidate.

If theres anything else you need from me before the interview please let me know.

Kind regards,

Best Practices For An Interview Invitation Email That Stands Out

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information solely for the candidates benefit gives the impression of a compassionate employer who values its people. It may seem simple, but its the little details that create a standout employer brand. Include the following information in your interview invitation email to engage and entice prospective employees.

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Confirming Reception Of An Application

First, lets look at an inadequate email:

Why is this email inadequate? Where do we start?! Candidates spend an average of 4 hours on each application. They deserve more than this weak 2-sentence message. Here is why this message does not provide a great candidate experience:

• it gives no timeline for future updates or stages
• it provides no information or transparency on the process
• it lacks a personal connection, making the message seem automated
• it sets no expectations for selection criteria
• it shows that the company does not care about what the candidate may have to say
• no element sets this company apart from other companies

Now, lets review appropriate email templates that give the client a clear picture by checking most or all of these elements:

• provide a recruiter name and contact information
• add a personal touch that doesnt feel robotic
• tell the candidate how the application will be evaluated
• give a gift or token of appreciation for applying
• request feedback, which shows engagement

Passive And Cold Candidate Email Templates For Recruiters

For passive candidates, on the other hand, this could be an unsolicited sales pitch if phrasing is off. Candidates who arent begging at your door for work will not blindly accept interview requests over email. Remember these tips while sending interview requests to passive candidates:

• The more personalization, the better. This shows you did your research and have reasoning for reaching out.
• Make the job description easily accessible. Link to an online posting, attach the description or include it in the body of your email.
• Be clear. Why are you reaching out and what is your goal?
• Do not send these interview email requests to work emails.

Hi ,I noticed your skills that would apply nicely to our open position at .On a quick call, I can share more details about this position and share why is a great way to develop your career. In short, youll be . Your abilities would help directly .This link will direct you to the detailed job description.If you like what you see, Im available for a call. Let me know if this works for you!Thanks,

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Interview Invitation Email Sample

Everyone loves receiving an interview invitation, especially if it’s clear what the next steps are! To make sure your invitation is clear, use this template.

Here we follow the same format as above, but when using this interview email template, make sure to spell out precisely what you will be asking the person to do, where they need to go, and when.

You may also have specific requirements for interviews, such as asking people to bring in a portfolio or prepare a presentation. If this is the case, provide clear instructions, as shown in the template below.

If you’re still struggling to find the right words for interview invitation emails, then sign up for Flowrite â it transforms sequences of words into clear, consistent, and compelling emails. If you want to be the first to experience the future of writing, request access now.

Group Interview Invitation Email

Coordinating a group interview can be somewhat of a scheduling nightmare, but it can show how candidates interact with their peers and potential teammates. To simplify the process, use a scheduling or calendar tool to allow candidates to select the times that work best for them. You will be able to see a clear breakdown of the groups availability, reducing the number of moving parts and possibility of scheduling errors.

Use the following template to send a group interview invitation.

Subject Line: : Group Interview Invitation

Hi ,

Thank you for applying to the position at . After reviewing your application materials, we are pleased to move forward with the interview process.

We would like to invite you to an interview at our office. You will interview as a part of a group with other applicants. The interview will last no more than .

To help us schedule the interview, please select your availability from this calendar link: .

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar link to confirm the interview.

To help you prepare, here is some information about the interview and .

You will be meeting with:

Length of interview:

Interview agenda:

During the interview you will be asked to complete several exercises with the other candidates.

Our office location:

Were close to .

Our office dress code:

Best,

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Include An Appropriate Subject Line

It’s important to ensure that your candidate recognises your invitation to interview email so that it doesn’t get deleted or archived. Including a suitable subject line is an easy way to grab their attention. You can use a subject line such as “Invitation to interview with Max Group” or “Interview Invitation: Business Analyst position”.

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:

Hello Tejas,

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.

Regards,

Hello Prajakta,

Thank you for applying to Filmy Co.

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Email Format For Inviting Candidate To Interview

First things first, interview invitation emails have their purpose and structure. You can learn more about professional email etiquette in our in-depth guide. Still, you need to be slightly different format in your invitation letters. You’ll want to provide the ‘who, what, when, and where’ of the interview.

We’ve studied the email invitations from several of the world’s leading firms, and they have seven things in common.

Example Of A Second Interview Invitation Email

Below is an example of a second interview invitation email:

Hi Caroline,

I’d like to thank you for taking the time to complete your first interview for the sales associate position. The team really enjoyed learning more about your experience and felt impressed by your qualifications.

We’d like to invite you to complete a second interview with Jack Wilson, our sales manager. The interview will take approximately one hour and will take place at our downtown location.

Below are some times and dates that work best with Jack’s schedule:

• Tuesday, 3/2/20 at 1:00 p.m.

• Wednesday, 3/3/20 at 3:00 p.m.

• Thursday, 3/4/20 at 4:00 p.m.

Please let me know which of these options works best for you and I’ll schedule the interview accordingly. If none of these times work, let me know and I’ll happily provide alternative options.

Thank you again for your participation.

All the best,

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Provide Multiple Date And Time Options

Several of your candidates may be currently employed, which means they need multiple options and at least a few days notice to schedule an interview. Proposing several date and time options with included time zones helps mitigate back and forth and conveys flexibility.

While this is less feasible when scheduling group interviews, it is still important to offer candidates some latitude regarding when their interview will take place.

Rejection After An Interview

Telling a candidate they were unsuccessful after an interview is unfortunate. They likely felt good about their chances considering they got to meet the recruiters in person and possibly even visit the company premises. In this situation, sending an email is not enough.

You should first give candidates a call to explain your decision verbally. Then, send an email to confirm it. In your email, keeping a human tone is especially important to show empathy. Dont forget to invite them to reapply in the future and ask for feedback. They have gone through a few steps, so they might have relevant information to share.

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Invitation To An Interview

The first shortlisting hurdle has been cleared. Promising candidates who have sparked your interest now need to be invited to an interview. A job interview is important for getting to know candidates better and, in turn, making a better assessment of them.

If you want to impress the candidate, you should edit this email with the most important information. This will avoid long and convoluted channels of communication. However, you should also take care not to swamp candidates with information, so only write the most important details in your email.

When Should I Send A Follow Up Email After Interview To Applicants

Theres no one answer to this question because it can vary depending on the situation, but as a general rule you should send a follow up email within 24-48 hours after the interview. In your follow up email, you should thank the candidate for coming in for the interview and let them know that you enjoyed meeting them. You should also let them know whether or not they will be receiving a job offer or an invite for a second interview. If they werent successful, you should provide feedback as to why you are not offering them the job. If you dont have a decision yet, you can let the candidate know that the application process is still ongoing. This will at least give them an idea of where they stand. If you decide to move forward with another candidate, be sure to let the rejected applicant know as soon as possible.

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How To See All Interviews For A Position

You can see a calendar view of all the interviews scheduled for a position.

To open the interview calendar:

Youll see an overview of all scheduled interviews. Click on any interview to see or edit its details.

Job Interview Invitation Email And Letter Examples

Theresa Chiechi / The Balance

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.

Here’s information on how job interviews are scheduled, different types of interview invitations, examples, and how to respond to the invitation.

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Interview Invitation Email Examples To Make An Impression

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed’s data and insights to deliver useful tips to help guide your career journey.

Once you’ve sorted through the resumes of suitable candidates for a job vacancy, you can begin your preparations for an interview with your most promising candidates. Hiring managers often use interview invitation emails to schedule interviews with suitable candidates. A well-drafted invitation email can create an exceptional experience for your candidates and help you make more placements. In this article, we discuss what an interview invitation email is, how to write one and share examples of invitation emails that you can use for different interviews.