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How To Schedule An Interview Email

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How To Write An Interview Reschedule Email

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When you’re in the hiring process with a prospective employer, you’ll be excited and anxious to attend your interview at the day and time that’s been confirmed with the hiring manager. However, unexpected situations can sometimes occur that will require you to change your scheduled interview. If this happens, it’s important to communicate with your company contact to let them know of your circumstances and request that your interview be rescheduled.

In this article, we explain what an interview reschedule email is, describe how to write an interview reschedule email, provide templates you can use as either a candidate or employer and show examples that can serve as inspiration when you’re crafting your own email to reschedule an interview.

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Interview Invitation Email Template

Feel free to copy and paste this template into a document and replace the italicized text with your own information.

SUBJECT: for ,

Dear ,

Weâve reviewed your application for the position, and weâd like to invite you in for an interview.

The interview will last about . Please bring with you to the interview.

The interview location is:

If youâre available to take the position, please select one of the open interview slots below:

If none of these times work for you, please contact at , and weâll find a time that works for both of us.

We look forward to talking with you!

Best regards,

Confirming An Interview Appointment By Email

Thanks to technology, you can usually respond immediately, or at least quickly, to an email interview request. Check your email frequently, and answer all requests as soon as possible. How to confirm an interview appointment by email is generally the same as confirming by phone.


“Thank you for your invitation to interview with ABC Company. Yes, I am available on Tuesday, September 4, at 2:00 p.m.”

If you are in a remote spot and are worried the email did not go through, you can also add a line about that.


“I’m in a remote spot now and will send another confirmation once I get back to my home office.”

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Letter Accepting An Interview Invitation Example

Subject: Sandra Millstone – Interview Confirmation

Dear Mr. Henderson,

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

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

Best Regards,

How To Respond To An Email Requesting A Call To Schedule An Interview

Free Interview Schedule Templates

Often, phone interviews are the next step in the hiring process. If youre pressed for time, emailing to set up a phone interview date and time can be the ideal solution.

Heres how to respond to an email for an interview by phone:

Subject line: : Phone Interview Availability

Hi ,

Thank you for applying to the position at .

After reviewing your application, we are pleased to offer you a phone interview with our , . We will go over what the position entails and ask you a few follow-up questions regarding your experience.

We have the following interview slots available:

Please reply directly to this email to let us know if you are available at any of the above times. From there, I will coordinate with and send you an email confirmation. If you have any questions, you may contact me at .


Opening with a thank you sets a friendly tone. Youll want to confirm the company name and the position applied for, as the candidate likely applied to multiple job postings. Also, note that this template offers flexibility in days and times to reduce the potential for scheduling conflicts while narrowing down the options to make your life easier. Be sure to include a phone number where they can reach you.

Read Also: How To Prepare For An Online Interview

Your Privacy Is Paramount

When you share availability it’s only for a fixed period so you’re in control. It’s also only ever your free/busy slots and not the details of your events.Your availability is private and as hiring is usually a temporary process there is no need to share availability permanently with those required for an interview. Instead you share for a fixed period or you can just share for the purpose of booking an interview. We make it easy to prolong the sharing if you wish but this decision should be made by you or your organization.


Email Invitation To Interview Example

Heres an example of an email invitation to interview, so you know what to look out for when a recruiter reaches out to you:

Dear Samantha,

Thank you for applying for our Account Manager position here at ABC Company. Wed like to invite you to a phone interview with our hiring team. Please send over a few times that youre free this week or next, and well find a time that works for everyone. Wed like you to talk to our Account Director, Bill Smith, and one of our current Account Managers so you can get a feel for the position.

Wed also like for you to send over any references you may have and resend your resume. Sometimes the documents get lost in the transition from our job board to the interview.

If you have any questions, dont hesitate to contact me over email or give me a call. My phone number is in my signature.

Many thanks. 123-456-7890

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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,

How To Invite A Candidate To Interview: An Email Template

Infosys Interview Schedule Email | Did Not Receive Selection or Rejection Email?

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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How To Stand Out With Your Interview Invitation Email

Image via Shutterstock

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.

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.

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Putting It All Together

Heres a sample informational interview request email that I might send:

SUBJECT LINE: Request for Informational Interview / Writing at Suggestion of John Doe.

Dear Mr. Smith,I am exploring opportunities in nonprofit fundraising in Portland. As you can see from the attached resume, Ive had considerable experience creating and leading successful development programs in Oregon and other states. John thought you would be a good source of information about the nonprofit fundraising scene in Portland, upcoming jobs in the field, and other people I might contact.

Im hoping you might have 15 to 30 minutes to meet with me in the next few weeks. Please let me know if this might be possible and what dates and times are most convenient for you. I look forward to hearing from you.


Template #: Second Interview

Scheduling interview email template

We were pleased to meet you last Friday and find out more about your impressive achievements. We would like to invite you back for a second interview at our office for the Technical Support Specialist role to make sure that it would be a good fit for you.

If you accept this invitation, you will meet with John Walsh, our team leader, and Ken Davis, our Customer Service Rep. The interview will take up to thirty minutes.

Here are a couple of day and time options we have available:

  • Thursday, October, 11th at 09:15 a.m.
  • Friday, October, 12th at 4:00 p.m.
  • Monday, October, 15th at 11:20 a.m.

If none of these times works for you, please call me at 888-9898 to suggest some alternatives.

We at XYZ Group are looking forward to meeting you again.

Best regards,

Also Check: How To Prepare Yourself For A Job Interview

Structuring Your Interview Response

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

The structure of your interview response should include:

  • Formal greeting and salutation .
  • Thanking the recruiter/hiring manager and accepting the invitation.
  • Confirmation of scheduling details .
  • Alternative time and date if you have a scheduling conflict.
  • Request for a reply to confirm interview scheduling details.
  • Proper closing salutations .
  • 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 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.

  • Thank the applicant for applying
  • Invite them to an interview
  • Provide all essential details
  • Tell them who will be present
  • Encourage them to connect and confirm
  • Ask if they have any special requirements
  • End enthusiastically
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    Sign Off With Your Name And Contact Information

    When you are replying or emailing your confirmation for the interview, it is recommended to include your email address and phone number as part of your signature, so that the company can contact you when required.

    In additional, you may also want to include any contact information which the company may used to contact you. Such as Skype name, Zoom ID, LinkedIn profile link, etc.

    You want to make it easy for the recruitment team to contact you.

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    Onsite Interview Confirmation Email

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    Subject: Interview Confirmation: Sales Representative, Sally Sherri

    Dear Mr. John Smith,

    Thank you for the opportunity for the job interview. I will like to confirm interview for the job position Sales Representative at ABC Company.

    I will like to confirm on the details for the interview appointment to be on Thursday, March 7, 9:30 a.m. at ABC Company.

    As requested, I will be bringing a few copies of my resume for the interview.

    Please let me know if there is anything else I should bring.


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    How To Check Interviewer Availability

    You can check team members calendars when you schedule an interview, to choose a time that works for everyone. Just click Availability next to Interviewers to open their Breezy calendar.

    If your interviewers have their Google or Outlook calendars integrated with Breezy, information from that calendar will be displayed as well.

    How To Write The Best Interview Invitation Email

    1. Newoldstamp – Email signature marketing2. Mailstrom – Tool for cleaning your inbox3. – Personal email outreach, calls, and tasks4. Mailtrack – Email link opens tracking5. Shift – Desktop app for streamlining all of your email and app accounts.

    You are in the process of hiring an employee for your business, you have posted a job vacancy and already received some applications. Your next step is to shortlist the potential co-workers and set up an interview with them. So how do you approach the candidates? One of the most widely used ways to do that is to write an interview invitation email.

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    How To Invite A Candidate To Interview

    Inviting candidates to interviews over email can be a tricky game. While you may want to send as many invitations out to qualified candidates as possible, that lends to sounding like an impersonal robot. Too much personalization, though, and were talking hours and hours spent on just inviting candidates to interview over email. This doesnt even include the time it takes to actually schedule that interview.The best interview invitation emails have an element of templating and personalization to make candidates feel unique and wanted at your organization.This is the ultimate guide on inviting candidates to interview over email using templates.

    Suggest A New Date And Time

    Interview Schedule Email Template

    Be sure to suggest a new date and time in your email. This shows how much you were excited for the opportunity to interview for the role and your determination in getting rescheduled for another time. When suggesting a new date and time, do so politely, present it as a question and consider offering a couple of options in case your contact doesn’t have open availability. If there are certain dates or times that will absolutely not work with your schedule, let the hiring manager know so you can avoid having to turn down their suggestion or reschedule again.

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    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.

    Sample : If The Employer Requires You To Perform An Assignment

    In some cases, an employer may require you to complete an assignment, answer follow-up interview questions, so that you can discuss it during your interview. These questions mainly revolve around:

    • Salary expectations

    Subject line: Interview confirmation position

    Dear ,

    I appreciate the time you took from your busy schedule to speak with me on the phone . Thank you very much for considering me for the position at . I am very excited and looking forward to our meeting scheduled for .

    When you have a moment, can you please confirm that this meeting will

    I am confident that my . I look forward to discussing the position further and sharing my passion for and skills in with your establishment.

    Kindly contact me if you need any further information before the interview.

    Kind regards,

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    Example Interview Reschedule Email From A Candidate

    “Dear Shelly,

    I’m very much looking forward to the opportunity to speak with you about the graphic designer position with Acme Corp. Unfortunately, I’ve run into an unforeseen scheduling conflict and need to reschedule my interview that was going to take place on August 16 at 8:30 a.m. I’d love to be able to come in sooner rather than later, so would you be open to meeting instead on August 18? I’m available any time that day.

    I’m so sorry for the inconvenience. I know a lot goes into scheduling interviews and the hiring process in general. Please know that I’m eager for this opportunity and am really excited about speaking with you about the role and my unique qualifications.

    Thank you so much for understanding.


    Formal Interview Invitation Email

    INTERVIEW FOLLOW-UP EMAIL TEMPLATE – Polite Follow-Up Email Sample

    Image via Shutterstock

    Every recruiting email you send should adhere to your employer brand voice and tone. If casual conversations arent your style or youre corresponding with more experienced executive candidates, use the following template to formally invite a candidate to interview.

    Subject Line: : Invitation to Interview

    Dear ,

    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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    Template For Interview Confirmation Emails From Candidate To Employer

    Ideally, getting a response from an employer for your job application is the icing on the cake when it comes to job searching. Therefore, when a recruiter responds to your job application with an interview request, you want to get back to them as soon as possible. When writing these emails, ensure you start by showing appreciation to the hiring manager for considering you for the position. Additionally, if you are interested in the job, provide details of your availability together with your contact information. However, if you arent interested in the job anymore, consider sending a polite and brief explanatory message.

    In the interview request response, ensure you maintain a professional and upbeat tone, as well as proofread your email for any typos or grammatical errors before you send.

    Below are sample templates you can use to create the best impression on your potential employer before the actual interview.

    Sample 1

    Subject line: Interview confirmation position

    Dear ,

    I highly appreciate your consideration and the invitation to interview for the position at . I am available this , and I look forward to meeting with you and discussing the position further.

    Please do not hesitate to contact me if you need any additional information before our meeting on at your offices.


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