Tuesday, June 18, 2024

Scheduling Phone Interview Email Sample

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Email Invitation To Interview Example

Phone Interview Questions and Answers Examples – How to Prepare for Phone Interviews

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.

How To Reply To An Interview Invitation With Availability

The best way to reply to an interview request is to thank the employer, confirm your interest in having an interview, and then share your specific availability.

Then, end the email by telling them that you look forward to speaking.

Also, if youre replying to a phone interview request, then provide the best phone number for them to reach you.

If they invited you to a video interview instead of a phone interview, then ask which video platform they plan on using . That way, you can get familiar and prepare. If its Skype, you can provide your ID. If its going to be a Zoom interview, theyll set up a meeting and provide a link.

Note that if youre job searching while unemployed and are available at practically any time, it can look better to provide a couple of specific timeslots.

For example, if your schedule is wide open, you could reply to the employer with this availability:

Tuesday Wednesday, 11:00 am 5:00 pm Eastern Time

Thursday Friday, 8:00 am 3:00 pm Eastern Time

Im not suggesting that you make it overly complicated when responding to an interview request. You want to make it easy for the employer to schedule your interview when you reply to an interview request.

Im just suggesting that it may not look great to say, Im free all week. Just pick a time.

As an optional step, I also like to add a line that says, If these days and times dont work, please let me know and Ill shift my schedule to find another time.

Make Use Of The Invitation To Schedule A Phone Interview To Express Your Enthusiasm For The Prospective Employee

This will help underline your corporate culture and showcase your employee value proposition to the candidate. Employers should go above and above to ensure that job candidates feel comfortable and confident during their forthcoming interview whether it’s over the phone or in-person to avoid causing tension. Also, be sure to give all information they may need to prepare. This will make them feel appreciated, and they will see you as an employer that cares about their well-being.

READ MORE: Best Examples of Phone Interview Questions for the Interviewer

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How To Respond To An Interview Request Email

Heres a step-by-step process for how to respond to an interview request email:

  • Open with gratitude and enthusiasm. Right off the bat, you want to express how thankful you are for the opportunity and how excited you are for the chance to interview. You dont have to go overboard a quick thank you and a word like thrilled will suffice.

  • Provide availability. Most recruiters and hiring managers will give you a few different windows of times to choose from. Some might request that you suggest times.

    Regardless, clearly indicate what days and times work best for you. If no times indicated in the invitation email work for you, feel free to make additional suggestions. Its best to work your schedule around the interview slots offered, though, if you really care about the opportunity.

  • Provide requested details. Most interview invitations also come with instructions to follow for pre-interview admin-type stuff. You might have to email your resume, cover letter, references, etc. to additional people or answer a few questions.

    Make sure that you read the invitation request clearly so that you dont forget to include something that they asked you for.

  • Offer to provide more info at their request. Its likely that theyve got everything they need from you, but its a polite gesture to offer more details upon request.

  • Close with gratitude and enthusiasm. In one quick closing line, say thanks again and mention how youre looking forward to the interview.

  • How To Respond Via Email For An Invite To Interview

    Templates &  Tips to Streamline Interview Scheduling

    The way you interact with recruiters and hiring managers is just as important as your skills and qualifications when looking for a job. Before a company has even met you, they’re forming an opinion about you as a potential candidate.

    The manner in which you handle verbal and written communication is likely to be an integral part of the job. Hence, proper etiquette when responding to and dealing with a company, even from the early stages in the recruitment selection process, is paramount.

    It can be a little daunting when responding back, especially for a candidate that is new in their career. The following tips can help make the process a little easier:

    Email Response

    If you know that you’ve applied for a few positions, remember to check your email frequently and answer all requests as soon as possible. Remember to always address any questions recruiters or hiring managers may have – this is important if they have asked you when you are available. Consider these examples:

    • “Thank you for your invitation to interview with . Yes, I am available on day, date, month, at time am / pm.”

    • “Yes, I very much would like to interview with you at…”

    • Yes, I can be available for an interview at several times during the week of…”

    • Thank you for the invitation to interview for the . I appreciate the opportunity and I look forward to meeting with on at in your .”

    Phone Response
    Alternative Time
    Read more

    Recommended Reading: What Makes You A Good Leader Interview Answer

    Sample Email To Decline An Interview Request/invitation:

    Hi NAME,

    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.

    The Importance Of A Thoughtful Interview Invitation

    Every piece of correspondence your business sends should be professional, but it’s crucial with interview invitation emails. A positive, personal and professional interview invitation provides candidates with an insight into how you work.

    Interview invitations are essential for executive candidates and those in skilled occupations with high-demand. In specific sectors, such as medicine, the creative industry, and teaching, there are more vacancies than candidates, which means you must invest the effort to attract the best candidates.

    A recent study of recruitment in the medical profession found that “promoting personal connections with each candidate” was fundamental to successful recruitment in the digital age. A well-written, personalized, and professional email can improve your business’s perception among jobseekers and encourage them to attend an interview.

    There is a financial imperative too. Recruitment experts Glassdoor estimate that it costs more than $4,000 and takes 27.5 days to recruit a new employee. If your email invitation letter fails to generate any replies, you could find yourself significantly out of pocket.

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    How To Write An Interview Availability Email

    It’s important to remember to check your email regularly and respond with an interview availability email as soon as possible. This is especially necessary if you know that you have applied for a number of jobs. Always remember to respond to any queries that recruiters or hiring managers may have this is especially crucial if they have inquired as to when you will be able to work.

    When writing an interview availability email, it might be intimidating if you start your job. The following suggestions may make the procedure a bit less complicated:

    Sample Email To Accept An Interview Request

    UI Online: How to Reschedule Your Phone Interview

    If you do not know these important details, send this first message to request all necessary information:

    TO: CC: Subject: RE: ORSubject: Interview on

    Dear :

    Thank you very much for the invitation to interview for the position. I am definitely interested in learning more about this opportunity, and I look forward to our virtual meeting on Tuesday, the 9th, at 10:30 AM.

    I understand that we will be using Zoom, and that the URL and password will be provided to me on the day before the interview via email.

    Will other people be participating in the interview? Please, if possible, share the names and job titles of the other people who will be interviewing me.

    If I should expect to spend more than two hours, please give me your best estimate of the amount of time needed.

    If you would like any additional information about me, please let me know.

    If the original invitation does not include the date and time, add this paragraph

    The best times for me to attend this interview are: or, if that is unavailable, . Let me know which date is best for you.

    Best regards,

    Respond promptly when they reply to your message. See the sample below as an example of an interview confirmation message, if they have provided answers to all of your questions and the schedule works for you.

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    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.

    How To Respond To An Interview Request Via Email

    Excellent! Youve been invited to a job interview, and that invitation is a great sign! But, not a guarantee or a job offer.

    Some employers invite candidates to job interviews via a telephone call, which can be very awkward, depending on the timing and phone number used .

    Usually, you will receive the invitation to interview for a job by email, typically from the recruiter or someone on the HR staff.

    The message will be sent to the email address that you used on the application or resume or made visible on your LinkedIn Profile.

    If you are employed, do NOT use your work contact information for your job search!

    Using your work phone number can be a quick way to lose your job if a recruiters phone call is overheard by someone at work. Your email may be monitored by the IT staff protecting the security of your employers network and computers, with the same risk of job loss.

    Also Check: How To Prepare For An Interview

    Cold Candidate Interview Invitation Email

    If you come across a truly excellent potential employee when sourcing candidates, you may want to talk to them immediately especially if theyre in a high-demand role, like a software engineer or developer. Use the following template when reaching out to a candidate for the first time to invite them to an interview.

    Subject Line: Opportunity at

    Hello ,

    I came across your profile on and was interested in your recent work in . Im a recruiter at , and were looking for a that I think you would be a good fit for.

    I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? Im available at the following times:

    Please let me know if any of these times work for you.

    Looking forward to hearing from you.


    Email Examples: How To Respond To Employer Interview Requests

    38 Professional Interview Acceptance Emails (+Smart Tips) á? TemplateLab

    Related: Ultimate Guide To Following Up: After Job Application, Interview and No Response

    Taylor discusses the critical moments to follow up with an employer and how to construct a professional email when the time is right.

    Recruiters and hiring managers often turn to email to request an interview with you for a position. How you respond can set you apart from other candidates. A prompt and gracious reply can highlight your proactive manner, a quality that often is highly appreciated as it shows that youre responsive and a good communicator.

    In this article, we offer step-by-step instructions on how to confirm an interview request by email along with helpful tips and examples to help you write your own.

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    Sample : Accepting & Confirming

    Heres the most straightforward response email youll write. In this example, youre getting an interview offer that you want to accept.

    The goal here is to let the hiring manager know that you will come in. Its also a time to confirm the interview details to ensure that everything is clear and ready to go.

    Dear Sally Johnson,

    Thank you for considering me for the position of Customer Relationship Manager at . Im thrilled to meet with you and discuss this opportunity further. I want to confirm that I am available to come to your office next Tuesday, August 10th, at 9:00 AM.

    Im looking forward to meeting you in person. Please let me know if you require any additional information or documentation from me before then.


    This interview email response is brief, to the point, and simple enough to work for most email responses. It maintains a professional tone and shows your eagerness to come in for an interview. More importantly, it confirms the details of the interview so that theres no confusion about scheduling or location.

    You can add another paragraph if there are questions you need to answer. But if the hiring managers email has everything you need, this short email will do just fine.

    Template Vi To Reply An Interview Email Confirming Time Schedule

    Dear Mrs. Florence Elli,

    Your reply to my application for the post of a marketer with Instafoods was well received. Your email stated you will contact me shortly to inform of the time and venue for my interview. I wait earnestly for your email.

    Also, your email included some concerns as regards relocating. I am fully aware of the challenges of marketing and want you to know I love traveling and going to new places. So, moving to another state poses no inconvenience in any way.

    I look forward to discussing some marketing strategies and plans with your team.

    Thank you for the consideration.

    Yours sincerely,

    Recommended Reading: How To Interview A Financial Advisor

    Sample Email Confirming Date And Time Of Interview

    An invitation may provide complete information would give the date and time for the interview and answer the questions you may have asked. Or, you may have sent the message above and received a response with the information you requested.

    When you agree with the chosen date and time, send a short and simple message, like this:

    Subject: OR

    Dear :

    Confirming the interview on at to speak with about .The meeting will be conducted via Zoom .

    I look forward to speaking with you and am very interested to learn more about this opportunity. Please let me know if you would like any additional information about me.

    Best regards,

    How To Respond To An Interview Request By Email

    How to follow up after an interview? – Timing and Sample emails covered.

    You should send your response the same day to show enthusiasm for the role and respect for the employers time.

    Begin your interview confirmation email with a note of thanks. If possible, agree to the employers suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:

    Dear Ms. Wade,

    Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 p.m., and I look forward to meeting with you to discuss this position in more detail.

    Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.

    Sincerely,Jaime Jones555) 555-1234

    The response is short, clear and positive. It reinforces the date and location of the interview. Theres no need to include additional detailsyoull discuss the specifics during the interview.

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    How To Respond To An Interview Request By Phone

    You might receive an email requesting you to call the potential employers office to schedule an interview. Even though you are asked to call, you could also consider sending a brief confirmation email. Heres an example:

    Dear Ms. Wade,

    Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will call you tomorrow afternoon to arrange for an interview.

    I look forward to speaking with you. Please let me know if I can provide any additional information.

    Sincerely,Phone: 555-1234

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