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Template To Schedule An Interview

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Sample Interview Schedule Template

How to Prepare for An Interview – The Best Pre-Interview Strategy | Indeed Career Tips

View a sample interview time schedule from start to finish, with each part of the interview itemized and assigned a given number of minutes. An interview agenda can keep the conversation on track and ensure essential items are not overlooked. Use this schedule outline to develop your own interview plan, including time for introductions, specific questions, and closing details.

Interview Invitation Email Template For A Scheduling Conflict

Subject line: /

Dear Mr. Jones,

Thank you very much for the interview opportunity with .

I’m looking forward to meeting with you however, I have a scheduling conflict on the date that you requested. Please let me know if any of the following dates and times work for you:

Thank you again for your consideration, and I apologize for any inconvenience.

Kind regards,

In this example, you are acknowledging the conflict while presenting options for remedying the situation. It shows that you are interested in the position and able to troubleshoot effectively.

The hiring manager will appreciate your honesty, timeliness, and willingness to work to find a solution that works for everyone.

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

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.


Recommended Reading: How To Thank After Interview

Informational Interview Email Templates

Here are a few informational interview email templates. First, choose one or mix and match from these examples. Next, tailor the content to best suit what you know about your recipient, your situation, and your networking needs.

Template 1 – Learning about a company

Dear Mr./ Ms./ Dr. _________________________,

I am currently working as a ______________ at ___________. My colleague ______________ suggested that I reach out to you because you work at a company that I am interested in exploring. Therefore, I would greatly appreciate an opportunity to talk with you for 15-20 minutes to ask some questions about your experience.

Would there be a convenient time for you to talk over the phone within the next couple weeks? I would be grateful for any advice you could share and look forward to hearing back from you.


Template 2 – Student exploring careers

Hello, Mr./ Ms./ Dr. _________________________,

As a student studying ______________ at the University of ___________, I found your profile in the alumni database and found your career path and work in/at ______________ to be very interesting. I would like to know if we can schedule a 15-minute informational interview in the next few weeks, as I would like to get some advice on how to launch my career in ______________.

Please let me know if you have the bandwidth now or if we should connect in the future once your schedule opens up. I look forward to hearing back from you.


Hi _________________________,


Why Make An Interview Schedule

Interview Schedule Template

There are a variety of reasons you may benefit from making an interview schedule, and its primary function is to help you facilitate the interview and ensure that you learn key information about the candidate. An interview schedule can also increase the value of the candidate’s answers since it allows you to develop well-thought-out questions before meeting with a prospective employee.

This tool can also help you attain more information about a candidate and their knowledge of a specific topic and may help you receive more answers in a limited amount of time. If you know you have a specific time frame for the interview, a schedule can help you plan the right amount of questions for that period and avoid taking longer than you intended.


Recommended Reading: What Are Some Good Interview Questions To Ask A Candidate

Advantages Of An Interview Schedule

  • An interview schedule facilitates the conduct of an interview. Since the questions have already been prepared beforehand, it is easier to carry out and complete the interview.
  • It increases the likelihood of collecting accurate information or data. The questions, which were already prepared beforehand, are expected to be well-thought out and have focus, so they target the heart of the matter, thereby ensuring that the answers obtained are correct or accurate. According to Lindlof & Taylor, interview schedules can increase the reliability and credibility of data gathered.
  • It allows interviewers and researchers to get more information, since they can ask follow-up queries or clarifications to the questions they have prepared. Thus, the information gathered is more relevant and useful.
  • The rate and amount of responses are higher. Often, interviews are time-bound. Interviewers are given only a limited amount of time to ask all their questions and get the answers. If he came prepared, then he can utilize that time properly. Otherwise, he will be wasting a lot of time, thinking about what question to ask next. The next thing he knows, time is up, and he barely got anything substantial from the interviewee.
  • How To Invite A Candidate To An Interview

    Unsure of the best way to invite people to an interview? Here are a few tips to help.

    The hiring process can be tricky. It can take forever and a day to screen through that never-ending pile of résumés. But once youve narrowed down your list of potential candidates ready for interviews, do things really get easier from there?

    Whether youre down to 50 applicants or a small selection of 2 or 3, inviting a candidate to an interview requires careful thought and planning in order to hire the best candidate. You dont want to sound too pushy, impersonal or robotic, and you want to make sure youre representing your organization as professionally as possible.

    We are here to give you a roadmap of this process, with some great tips, some email and phone templates, and a useful checklist that will help you professionally and genuinely invite a candidate for an interview.

    Also Check: How To Write A Thank You Email Interview

    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

    Hi ,

    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.


    How To Invite A Candidate To Interview: An Email Template

    Schedule Appointments on Google Forms

    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.

    You May Like: What Is A Group Interview

    Recruiting Text Message Samples To Reel In High

    In times of rapidly evolving communication technology, it is extra challenging for recruiters to get the attention of their prospective candidates. Job opportunities often get lost in someones inbox or even marked as spam.

    According to Emissary, emails only get around a 20% open rate. On the contrary, text messages bring about an amazingly high open rate of 95%.

    That is to say, SMS recruiting is one of the new game-changers. If you are new to this form of recruitment, lets start by adopting these tried and true text recruiting templates to win over great talent.

    We have put together 19 recruiting text message samples for your references to prepare you for the recruitment race and streamline your text recruiting strategies. Read on, and start reeling in high-quality candidates!

    Additional Information And Assistance

    Outside of providing the what, where, who, and when of the interview, your invitation can contain additional information that helps the candidate shine.

    • Background. Provide links to any pages and resources that will help the candidate get a better feel for the organization, the group their role would support, your company culture and values, and more.

    • One-on-one vs. panel interviews. In case its not obvious from the list of interviewer names, be sure to specify when the candidate will be meeting with more than one interviewer at the same time.

    • Tests. Some roles require candidates to demonstrate their skills, such as analyzing a case study or conducting a coding exercise. Candidates should know about any tests ahead of time so they can be mentally prepared.

    • Supporting material. Let the candidates know any other materials they should bring to make the interview more productive, such as a portfolio, redlines, code samples, or other work examples.

    If this is too much information to include in your invitation, try compiling it in an attachment. For example, Calendly uses a Candidate Interview Guide. This document shares details about the interview format, tips for a successful interview, an FAQ section, and links to company information.

    Providing interview guides sets a person up for success. Candidates can tell that the company doesnt want to see them fail, but wants to partner and advocate for them.

    Brianna Jackson, People Operations Manager, Calendly

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    Invest In An Applicant Tracking System

    Some ATSs have calendar integrations to schedule and organize meetings. Workable integrates with popular providers like and Office 365. Through Workable, you can check hiring teams availability, book rooms and send invitations to candidates, members of your hiring team and external attendees. Follow these steps to schedule interviews quickly through Workable and send all necessary information to candidates:

    • Make sure your companys calendar is integrated with Workable. This can be set up by any of your account admins via the Recruiting preferences section of your Workable account. To be able to schedule calls or interviews, sync your personal company calendar. This will allow you to see your complete schedule inside Workable as well as your colleagues schedules
    • Go to a candidates profile and click the calendar icon to schedule a call or onsite interview. When you select date and time for an interview, Workable will show you which members of your hiring team are busy at that time, and you can quickly reschedule to a time that works for everyone. When scheduling onsite interviews, you can see room availability and book your preferred room. You can select one of your saved office locations too. Workable will automatically include a map when sending your invitation to candidates. Also, add notes for candidates in the Description box.

    Why Is An Interview Schedule Important

    Job Interview Schedule Template

    An interview schedule is important due to the following factors:

    • The sample schedule directs the flow of the interview
    • Data collected on an interview is more accurate since they are prepared and planned
    • More information is gathered since follow-up questions are made
    • It is more flexible in terms of generating content and application can be customized depending on the interviewee

    Schedule examples in word and project schedule examples can be made out of understanding how to make an interview schedule. Just click on any sample to access the file.

    Read Also: How To Write A Thank You Note After An Interview

    Recruiting Text Message Templates For Interview Confirmation/invitation

    Some recruiters make a common mistake of not confirming the final interview information, thinking the last message upon the day is enough. Always make sure your candidates are fully aware by sending a confirmation or an invitation.

    For In-Person Interviews at the Office

    Hi ! This message is to confirm your interview on at with . Please notice that traffic can be heavy at that time. Please contact this number if you have any concerns. We look forward to meeting you.

    For Video Interviews

    Hello ! This is the invitation to our interview at on . The interview will take place online using . Please contact this number if you have any concerns. See you soon!

    Coordinate In Minutes Not Hours

    Automated Interview Scheduling

    Schedule with superpowers

    When candidates give their availability, boomGoodTime surfaces matching times from your interviewers calendars and instantly confirms. No manual emails. No calendar tetris. Everyone wins.

    The fastest hiring team is typically the one that’s going to get the best candidate. GoodTime helped us do that.

    Erika Thorson-Garay

    Recommended Reading: What Is A Video Screening Interview

    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 tool such as or Doodle 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:


    Recruiting Text Message Templates To Schedule An Interview

    Microsoft Teams | The Right Way to Schedule Meetings

    Scheduling an interview with your candidate sometimes takes hours to finish if we go back and forth using emails. Its time to speed up the process using sms recruiting. Be sure to make your text messages short and straightforward. Youd want to save lots of time by hitting the nail right on the head!

    Step up your game by using recruiting text messages for every step of an interview process, such as scheduling interviews, interview invitations, reminders or rescheduling, interview surveys, follow-up with job offer or rejection, and so much more. You can also consider streamlining the interview process with the help of interview scheduling software. Integration of these solutions can positively change how you work on interview tasks.

    If Your Team Still Use Manual Scheduling

    Hello ! This is from . After our last conversation, wed love to get to know more about you in an interview. Does work for you? Let me know if otherwise. Thank you!

    If Your Team Is Using Scheduling Solutions Like Rakunas Interview Scheduling

    Hi ! Its from here. Congratulations on passing ! Let’s arrange an interview this/next week? Have a look at our available time slots and pick a time that fits you the best!. Thank you!

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    Email Templates For Requesting The Informational Interview

    Given that an informational interview can lead to a job offer, doing it right can be one of the most important tools in your networking toolkit. But how do you ask a stranger or someone you don’t know very well to have this informational interview? We provide informational interview email templates in this post to make it easy for you to start the conversation.

    Editorial note: Check out our comprehensive guide on informational interviews.

    Interview Schedule Email Template

    When contacting a candidate for a job interview, your email message should be informative and professional with an upbeat tone that is consistent with your company’s culture. This template provides a basic outline for an email invitation, including a clear subject line, your business name and the position applied for, and details about time and location of the interview. You may choose to include the name of the person conducting the interview, items the candidate should bring, or other information. Edit the template as needed to fit the company, position, and applicant.

    Recommended Reading: How To Prepare For A Customer Service Representative Interview

    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:

  • If the employer asks you to provide interview time availabilities

    Hi Kim,

    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!

    Kind regards,

  • John Spencer

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