Are you searching for a new job? Updated your resume? Applied for a new job position? You got an interview offer but didn’t know how to reply to an interview email? Then this article is what you need.

During the job search process, you apply for new jobs. After that, you may be invited to an interview. The next step is to accept and confirm through email. When an employer answers your job application with an interview request, it is best practice to respond quickly and professionally. In this post, we will look at what an interview confirmation email is, what to include in one, how to write one, and give several samples of such emails to help you.

1. What Exactly is a Job Interview Email?

Following the submission of an application, the interview invitation email serves as the first point of contact between an employer and an employee in the hiring process.

An interview email is a formal invitation delivered to a job candidate, applicant, or aspirant asking them to an interview at the employer’s office or the place where the interviews will be held.

Once an applicant has submitted a CV, an HR representative or hiring manager from the organization analyses the individual to check if they meet the company’s job description, the employer will provide a job interview invitation email if they find the candidate’s profile appropriate or suitable for the job post.

1.1 What is Included in an Interview Email

• Name of the employer, job title, and employment location
• Company’s mission and vision, sometimes the company can also mention salary expectations
• Job interview location (which may be through an online platform or different from the job location)
• Type of interview, which could involve any of the following options: TelephoneVideo interview on a virtual platform such as Zoom, Skype, Google Meet, and others face to face
• Name(s) and work title(s) of the person(s) conducting the interview
• Other information, such as the video URL and password, as well as driving instructions and parking information, may be provided
• A few interview dates and times for alternative interview slots, allowing you to select the one that best matches your schedule
• Contact details for any queries regarding job details or interview requests.

1.2 An Example of Interview Email

Subject: [COMPANY NAME]: Interview Invitation

[INTERVIEWEE’S FIRST NAME],

Thank you for applying at [COMPANY NAME] for the [JOB TITLE] position.

We invite you to an interview with [INTERVIEWER], [INTERVIEWER JOB TITLE]. The interview will last for [LENGTH OF INTERVIEW].

Please respond directly to this email with your availability on the following dates and times:

[DATE, DAY, TIME, TIME ZONE]

[DATE, DAY, TIME, TIME ZONE]

[DATE, DAY, TIME, TIME ZONE]

We are excited to speak with you.

Sincerely,

[Employee Name X Y Z]

[Company Mail ID]

[Phone Number]

2. How to Reply to an Interview Email

Reply to an interview invitation email is one that you can send to accept an interview opportunity. You can express your availability and interest in the offer in the reply email. You can also request to reschedule it due to scheduling conflicts. It also allows you to ask questions about the interview. You can, for example, ask them to provide the exact location of the business or who you will be speaking with during the interview.

As job seekers, how you communicate with recruiters and hiring managers is just as crucial as your abilities and qualifications. Before you’ve ever met with a company for an annual interview, they’ve formed a good or bad impression of you as a possible applicant. Recruiters and hiring managers rarely prefer the phone call method anymore, so if you’re looking for work, keep a watch on your email inbox.

As a general guideline, you should respond to any job or interview offer as soon as feasible. When looking for work, you should check your inbox numerous times a day and respond to interview invitations immediately. If that is not possible, keep this reply process time as short as possible. Hiring managers and recruiters are also busy people, so a quick and positive response can make a good impression on them.

https://www.youtube.com/watch?v=ifzhLTx-rKs

2.1 Things to Keep in Mind Before You Reply to an Interview Request

• How you handle verbal and written communication is likely an important aspect of your employment. As a result, proper etiquette when responding to and engaging with a company is critical, even in the early phases of the recruiting selection process.
• Read the email properly – First, read the interview request email thoroughly before drafting your reply. Most interview invites include pre-interview administrative requirements. You may be required to email your CV, cover letter, references, and so on to more persons or answer a few questions. Make sure you read the invitation request carefully to avoid including anything they requested.
• Respond promptly – When you receive an interview email, you should give a response the same day or the next business day. This implies that you must be on top of your email game. Check your emails regularly, set up push notifications, and make it a habit to check your spam folder. A prompt response demonstrates that you are responsive and truly interested; respond a week later, and you may have missed the boat.
• Stay professional – Maintain an upbeat and professional tone. If possible, you should accept the employer’s proposed day and time. However, most employers may be willing to work with you if you are currently employed and your schedule is rigid. You may include information about your availability.
• Keep it Short and Simple – Your response does not need to be lengthy; because your primary goal is to arrange your interview, it is preferable to keep it brief and to the point. Remember to respond to the recruiter’s queries and keep your message tone professional throughout (avoid emojis, slang, and overly casual language).
• Proofreading is important – We also recommend that you proofread your email before submitting it to spot any typos or grammatical issues. Remember that you are constantly being evaluated until you obtain the job, so always attempt to create a positive impression on everyone you meet with!
• If others in the employer’s organization were copied on the communication, select “Reply All.” This keeps everyone on the employer’s side up to date. Please reply to the right person if the message instructs you to send your response to a specific email address. You will be proving your ability to read communications carefully and follow instructions.
• Indicate in the subject line that you are writing to confirm your interview. Let the recruiting manager know your communication, including the phrases interview confirmation.
• The subject line is vital because you want to guarantee that the recruiting manager can find your response and book you. Fortunately, you don’t have to go overboard with the subject line; you can keep the same subject line as the interview mail, or you can put something like:

Subject: Confirmation of Interview for [job title] position – [Your Name]. That short phrase provides enough information for the recruiting manager to locate your email, regardless of how many others they must sort through during the scheduling process.

• Begin the email by explaining why you’re writing it. You can begin by expressing your gratitude for the chance.
• Always bring multiple copies of your CV to your interview. Some organizations may require you to bring additional documents such as your passport, Aadhaar card, driver’s license, or work portfolio so ask politely about it.
• Remember to include your important contact details, such as your phone number, email address, and other details. These data may already be known to them, but it is a good idea to mention them for ease of communication.
• If an employer asks you to answer questions, then make sure you reply.
• If the employer proposed an interview time, confirm the day, place, and time in your response. Verify specifics such as who will begin the conversation for the online or phone interview and any software or app you need to install before the conference, whether using Skype, Zoom, FaceTime, or other video interviews. Whether you are unavailable, provide various alternatives and ask the employer if one of them works for them.
• When responding to an invitation to an interview, you could inquire about:                                            Verify the interview’s location, including the room and division; If you drive, follow the local parking rules; The steps necessary to enter the structure; On the day of your interview, with whom you should get in touch with and contact details of the person; Things to bring to the interview. Commonly acceptable inquiries include things like knowing what to bring to the interview. Asking thoughtful questions demonstrates that you are a prospective applicant who is enthusiastic and ready for the interview.
• Professional closure and signature, including your non-work contact information and LinkedIn Profile URL (linkedin.com/in/your-name).
• If a recruiter’s phone call is overheard by a colleague at work, using your phone number can lead to termination. IT personnel could monitor your email to ensure the security of your employer’s network and computers, putting you at risk of losing your job.

3. Sample Response for How to Reply to an Interview Email

Now that you have gone through the invitation email and have some basic idea about what to do while writing an invitation email response. But not sure what exactly to say. Relax here. We have given a few sample email responses. Just Personalize your message with the Name of the company, the recruiter’s Name, and any other pertinent information.

3.1 If You are Willing to Proceed with The Interview

Subject: Interview Confirmation for [job title] position at [company name]

Hi [Recruiter’s Name],

Thank you for contacting me. I’d be pleased to interview for [job] and would be available this week at [available days and times]. Do any of those times suit you?

As promised, I’ve attached a copy of my résumé for your inspection. Please let me know if there is anything else I can do before our appointment.

I am looking forward to interacting with you and discussing the position more. Thank you again for your consideration.

Best Regards,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

3.2 When the Employer Requests a Phone Interview

Subject: Interview Confirmation for [job title] in ABC company – [Your Name]

Dear Mr.,

Thank you for taking the time to read this. I would be delighted to speak with you about [ job position]. XX XX XX XX XX is my phone number. I am available for a phone call on [days and hours]; how is your schedule?

As you requested, I have attached contact information for each recommendation. Please let me know if there is anything else I can do for you before our call.

I eagerly look forward to our conversation and appreciate your interest in me as a candidate!

Best regards,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

3.3 To Request Adjustments To a Proposed Interview Request

Subject: Interview Confirmation for [job title] in ABC company – [Your Name]

Dear Mr. [Name],

Thank you for inviting me to an interview for the role of X Y Z at a b c company. I’d be pleased to discuss the situation with you via Zoom.

I am available on [specify dates and times]. Unfortunately, I have a scheduling conflict on the requested date. Do you have any other dates available? If none of these times work for you, please let me know, and I will try my best to accommodate.

Thank you for your time and attention; I look forward to meeting with you.

Best regards,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

3.4 If You Were Told to Email Someone Else to Set Up an Interview, Do So.

Subject: Interview Confirmation for [job title] position at [Company Name] – [Your Name]

Hello, Mr. [Name],

I received an email from X Y Z asking me to contact you to set up an interview for the post of A B at [Company Name]. Please let me know the dates and hours that work best for your schedule as soon as possible.

Thank you for considering me for the position, and I look forward to learning more about it.

Sincerely,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

3.5 How to Respond to a LinkedIn Message Requesting an Interview

Respond to your interview request via LinkedIn messaging like you would an email. While a LinkedIn message may appear more casual than an email, not every potential employer will agree. No matter what, handle the request with professionalism and composure.

The subject of Email: (no subject since this is a LinkedIn message)

Hello [Name of Recruiter],

Thank you for getting in touch with me. I’d be glad to schedule an interview for [job]. I have availability on [dates and hours]. When is most convenient for you?

I am attaching a copy of my resume and my previous work samples. Please let me know if you have any queries or need additional information.

I appreciate your attention and am excited to meet you. Thank you for your consideration!

Best wishes,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

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4. How to Politely Refuse an Interview

Writing a nice email to cancel an interview isn’t difficult, but it’s also easy to get it wrong if you don’t know how to decline an interview respectfully. Here are some pointers to consider when writing a request email to cancel a scheduled interview:

If you must cancel an interview, you must notify the interviewee as soon as possible so they can make new arrangements. Nobody loves being canceled at the last minute, so allow the other party ample time to read your email comfortably.

Be Respectful – Any interview cancellation email should be written professionally and politely. As an employer, you must leave a positive impression of your organization on the candidate, and as a candidate, you must ensure that your email does not turn off the employer.

Apologize – Conducting or presenting for an interview is a lot of work, so if you have to cancel, make sure you apologize to the other party. They most likely went to great lengths to prepare for the interview, and now they’ll have to do it all over again.

4.1 How to Decline an Interview Request Politely

Subject: Interview Confirmation for [job title] position at [company name] – [Your Name]

Hello [Name],

Thank you for inviting me to interview for the [job title] position at [Company Name]. I do not believe I would be a good fit for this role after [whatever stage you are in the hiring process, e.g., perusing the whole job description].

At this point in my career, I am concentrating on [what you seek, such as managerial positions]. If a [role] position becomes available, I would be delighted to meet with you.

I appreciate your taking the time to contact me.

Thanks,

[Your Name]

[Your Phone Number]

[Your Email Address and LinkedIn profile]

5. How Do You Respond To An Interview Invitation?

You may receive an interview invitation or a calendar invite after scheduling an interview. You can immediately react to these to confirm that you received the invitation. Here are some samples to get you started:

• I recently got your interview request. Thank you so much for this wonderful opportunity. I want to see you on X Y Z date on A B time.
• Thank you for inviting me to an interview with your Red Bird Apparels representative. Yes, I am available for the interview on X Y Z date on A B time.
• Thank you very much for your email. Yes, I would want to interview you on X Y Z date on A B time.
• I am honored to have been invited to your interview. Yes, I am available for interviews on X Y Z date on A B time.

6. What to Carry to an Interview For a Job

• Resume – Bring five copies of your CV to the interview, at the very least.
• References list – Keep a list of references that your prospective employer might need to further evaluate your suitability for the position.
• A map with the interview location – Before the day of your interview, become organized. To avoid being late or missing your interview, be aware of how to get there.
• Stationary- You never know when you’ll need to scribble something down, so always have a pen and paper with you, so you’re ready to take notes as needed.
• Portfolio – You might need to bring your portfolio to individual interviews to show your potential employers what you’ve already accomplished.

Throughout your job search, you must always maintain a professional demeanor. This includes taking the time to respond to an interview email properly. You should be able to answer interview inquiries in a way that always creates the right impression if you follow this simple guide.

7. Conclusion

Don’t overthink your response. If you’re successful, you may use the same strategy to think through interview questions and other aspects of the hiring process. While it is necessary to be professional and follow basic protocol when replying to an interview invitation, it is also important to relax and be yourself.

If you receive an interview request and decide not to go through the interview process with it, you must notify the recruiter. Even if you do not wish to interview with the organization, you must respectfully decline their invitation to avoid making a terrible impression.

You’ll complete the assignment by writing a professional email and setting a nice tone and candidate experience for your next interview if you’re clear, concise, and pleasant.

By using these ‘how to reply to an interview email’ examples, draft an error-free mail you want and hit send button with confidence.

Last Updated on December 6, 2022 by AnoushkaRoy