Get Familiar With Interview Scheduling Tools
Human resource teams are moving toward interview scheduling tools to complement traditional email. In fact, interviewing tools were mentioned as one of five top trends in the future of recruiting by LinkedIn.
With more and more companies adopting these innovative technologies, it’s important to be familiar with the latest tools used by potential employers. The use of Zoom, Skype, and Microsoft Teams for phone interviews and video interviews continue to grow in a remote-first work environment, and meeting details are often shared between them.
Calendly is one example of an interview scheduling tool that allows employers and candidates to connect effortlessly and find the best interview date and time with its built-in scheduler. And because time zones are detected and adjusted automatically, theres no chance of miscommunication about when the interview will take place.
Modern scheduling platforms typically provide an option for you to add a comment, ask a question, or give feedback. This space is always a great place to add a quick comment about how you appreciate being considered for the job. There is no need to confirm the date, however, as the tool takes care of this for you automatically.
When presented with a different form of communication to schedule an interview, always meet the employer where they are by using the technology they are using.
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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Formal Interview Invitation Email
Every recruiting email you send should adhere to your employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced executive candidates, use the following template to formally invite a candidate to interview.
Subject Line: : Invitation to Interview
Thank you for your application to the role at .
We would like to invite you to interview for the role with , . The interview will last in total.
Please reply to this email directly with your availability during the following date and time options:
We look forward to speaking with you.
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How To Write An Interview Scheduling Email
Ready to bring a candidate in for an interview? Before sending your request, be sure your interview scheduling email includes all of the basic information theyll need to know.
The interview scheduling email you send your candidates should be clear, concise and detailed. Depending on when the candidate applied for the job, this may be the first time a person reaches out to them on behalf of your company.
Its crucial to make a positive first impression and provide the candidate correct information to move forward in the interview process. Research shows that both the job interview process and the recruiter can have a huge impact on whether or not a candidate decides to accept a job.
What Should A Typical Job Applicant Timeline Look Like
Inefficient hiring processes put small- and mid-sized organizations at a recruitment disadvantage. While these businesses can struggle to find quality talent, most are not prioritizing a swift recruitment process. Streamlining the hiring process, which includes using email templates, is especially important when your organization is competing for top talent.
Within 24 hours of submitting an application, candidates should receive an acknowledgement of receipt. After acknowledging that a candidates application was received, the hiring managers will begin the process of reviewing applications and sending emails requesting interviews.
From there, the hiring manager will decide whether or not the candidate is a good fit for the position and send either a job offer, denial, or perhaps refer them to a different job opening within the organization.
Invite Candidate For Interview
Hi FIRST_NAME,I would like to invite you for an interview at our company. We are very interested in your skills and experience.Please let me know what date and time works best for you, and I will make the arrangements.Thank you,YOUR_NAME
Letter Sample 8:
Hi FIRST_NAME,I found your resume on Indeed and I wanted to reach out to see if you would be interested in interviewing for our company. Our team is looking for talented individuals like you who are passionate about .The interview process will include a phone call with one of our recruiters, as well as an opportunity to speak with the team that you would be working with. We try to make it as informal as possible so that you can get a good sense of what it's like to work here.Would you be available for a call next week? Let me know and we'll schedule something.Best,YOUR_NAME
Hi FIRST_NAME,I was looking over your resume and it looks like you would be a great fit for the open position at our company.We are currently looking to fill the role and we would love to invite you for an interview. When would be a good time for you?Best,YOUR_NAME
Second Interview Invitation Email Template Sample 2
Subject: We’d like to extend an invitation to you for a second interview at .
We had a great time discussing with you during our interview. We want to welcome you back to our office for a second interview.
Your interview will last roughly minutes and will be conducted by .
Please feel free to select the most convenient time for you here.
I hope to see you again soon!
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Approximate The Interview Duration
This is especially important for interviews with job seekers who are currently employed elsewhere and need to plan the interview around their work schedule. Give the candidate an estimate of how long the interview should take, and confirm with a start and end time when the official interview is scheduled.
Employer’s Interview Reschedule Email Template
If you’re a hiring manager, recruiter or human resources representative who needs to reschedule an interview with a candidate, use this template as a guide:
We have plans to meet on at to conduct an interview for your interest in the position of . Unfortunately, because , I have to reschedule this interview for another day and time.
I was really looking forward to speaking with you about the role, and I apologize for the inconvenience. Would you be available to come into the office for an interview on at instead?
Thank you for your understanding.
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What To Include In An Interview Schedule Email
To ensure your candidate jumps at the chance for an interview, clearly state each and every piece of information they need to know in their interview scheduling email. Though it may seem obvious to you, the candidate might not be familiar with your location or who theyll be meeting with. Giving candidates the information they need to succeed can help them do necessary research before the interview and arrive without any undue stress.
Collection Of Top 10 Best Interview Invitation Email Samples Every Recruiters Should Learn From
Successful candidate experience is a result of transparent and consistent communication. According to a Career Builders survey, 81 percent of candidates reported that continuous updates from employers would improve their experiences significantly.
Today, most recruiters use email templates to keep in touch with their candidates especially those that the recruiters are interested in during the recruitment process. In this blog, Rakuna is going to share with you the top 10 most time-saving interview invitation email samples that every recruiter should have. Lets get started!
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Specify The Interview Location
If the interview is in-person, include your office address and either a screenshot of its location on the map or a link to a map with the address already plugged in. When necessary, let them know who they should speak to about getting access to your floor, call out objects to help them orient themselves in the area and mention how they should notify you when they have arrived at the location.
For phone or video conference interviews, include the phone number or meeting room link and access code information.
Format Or Topic Of The Interview
Giving an idea of what topics will be explored in the interview can help improve the overall flow of the meeting for both the job applicant and the interviewer. Other details regarding the format of the interview can include the review of a portfolio, the request for a writing sample or test, or any other feature specific to your hiring process. This can also highlight whether the candidate prepares given the provided information, or disregards it.
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+ Interview Schedule Email To Candidate Letters
Are you looking for a new job? Looking for Interview Schedule Email To Candidate Letters? If so, you may be wondering how to conduct an effective job search. One thing you can do is send interview requests to potential employers. In this blog post, well show you how to write an interview schedule email to candidates. Well also provide several examples of email templates that you can use. Lets get started!
Suggest An Alternative Date
Along with other relevant details, this is an essential part of your email. Ask politely and give two or more options of when you can schedule your interview. If possible, ask about their availability before communication your availability. Try to be flexible as possible and accommodate your schedule without being too demanding. Stay professional while communicating as it will not close the door for any future communication.
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Recruiter: One Important Person Is Not Available
title=Request to reschedule the interviewHi ],
I’m emailing you to let you know that, unfortunately, I need to reschedule our interview that’s currently scheduled for this upcoming ]. I was really looking forward to meeting you and discussing the role of ] further, but the assistant manager of the department, ], won’t be available that day. Because it’s important that you also meet with her, can you come for an interview on ] instead?
Please let me know if that works for you or if there is another date and time that fits your availability better. We’ll do our absolute best to accommodate. I apologize for the inconvenience and hope we can meet soon!
Invitation To Select An Interview Date
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 then be 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 [email protected].
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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 #: Confirm Employers Suggested Interview Date And Time
Dear Mr. Jones:
Thank you for inviting me to interview for the account executive position at ABC Company. I look forward to discussing how I would add value to your sales operation.
Wednesday, June 24 at 10:30 a.m. is perfect. I am excited to meet you and your regional sales manager, Ms. Smith, at corporate headquarters next week.
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What Is An Interview Confirmation Email And Why Is It Important
Once youve confirmed a job candidates interest in your company and invited them to an interview, its time to confirm the interview. Its customary to send an interview confirmation email at least two days prior to the actual interview date. This confirmation email is important because it ensures each candidate is equipped with all the information they need to properly prepare for the interview.
Explained below, an interview confirmation email can include details such as:
- Format or topic of the interview
- Full name and job title of the interviewer
- A reminder of what materials to bring
Finding and hiring the right job candidate can completely transform your business, and an interview confirmation email is an integral part of the hiring process. Thats why we explain in detail below the information you need to include in your email and the proper confirmation wording. For your convenience, we also provide a template and an example of an interview confirmation email below.
Referral Interview Invitation Email Template
Subject: Opportunity for < Position Name> with < Company Name>
Hello < First Name> ,
At < Company Name> we are always on the lookout for promising talent. For the position of < Position Name> , your profile was recommended by < Name of the Referring Person> .
After having gone through your resume, we find your credentials and experience quite relevant to the open position we are looking to hire for. It will be great if we can have a quick discussion wherein we can share more information on the role while getting to know you a bit better.
Let us know what a good time this week would be and we can connect then.
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Following Up After The First Follow
While most reps give up after the second contact, dont stop following up. Remember that 50% of all sales happen after the 5th contact. So, if you have already sent your followup message to the prospect, send them another one, scheduling an interview.
Try the following template:
Template 3: Scheduling an interview after a follow-up
In the previous email, I sent you some information on how you may increase your productivity with sales automation software . It would be interesting to know whether you are using any tools at the moment. If not, Id love to share some working tips on how to choose the platform that would fit your business goals.
Are you available for a 15-minute chat on ? Let me know what works best for you.
I look forward to hearing from you,
Why is it a good follow-up email to set up interview?
- Its short and simple, but you are clever to provide additional value to the one youve already offered in the previous follow-up.
- You state how much time the interview will take , so that the prospect will be less reluctant to resist your invitation.
But what if this email also goes nowhere? Theres still ground for a battle. In such a scenario, I would advise you to let a prospect schedule an interview on their own.
Template 4: Scheduling an interview after a few follow-ups
Why consider sending follow-up email to schedule interview based on this template?
Automate Interview Scheduling To Improve Your Entire Recruiting Process
A major hurdle with interview requests is finalizing the schedule. Candidates arent always available for the proposed times in the interview details, so you should be accommodating to their schedule. Flexibility goes a long way in helping them feel more engaged with your interview process. If you need to reschedule, you can suggest a few available time options and ask the candidate which matches their availability, or you can ask them what times work and build the interviews around their schedule.
However, its much more effective to automate rescheduling and remove the back-and-forth entirely. Fortunately, tools like Calendly enable you to provide candidates with a calendar that shows when your interviewers are available. Candidates can then self-select the time that works best for them no extra emails or calls needed. Automation not only saves time for the candidate, but also helps your recruiting team devote more time to finding good candidates.
Calendly is especially useful for automated pre-interview reminders to ensure the candidate stays engaged with the interview process. You can customize the reminders to revisit important interview details from the invitation, or provide new information if anything in the schedule has changed.
Sample Email To Decline An Interview Request/invitation:
Thanks for getting back to me. I appreciate the invitation to interview. Unfortunately, Im no longer available and will need to decline. Best of luck in filling the role, and if I think of anyone who might be a good fit, Ill let them know about it.
Best regards, Your Name
You can also offer to stay connected in the future if youd like .
And if youd like to offer a reason for declining, thats fine. But youre not obligated. If you feel like telling them that its because you accepted another position, or the job isnt quite what youre looking for anymore, etc., then go ahead.
As seen in the email template above, you can also offer to refer a friend or colleague for the opportunity if you know someone who is qualified.