How To Write An Email To Schedule An Interview

Suggest A New Date And Time

How to Schedule an Interview

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.

Describe What You Want

Informational interviews are about information gathering and networking. They arent about asking directly for a job.

No one wants to be put in a situation where they are being pressured for a jobeven if there is a job to be had. This is one of the reasons why some professionals say no to informational interviews.

To maximize your chances of getting a yes, reassure your target that you arent going to hit them up for a job. Instead, be explicit about what you hope to gain from the informational interview.

Dont be vague and or ask to pick their brainbe direct and focused in your ask. You could say:

  • I want to learn more about your profession and job prospects in the industry.
  • Id like to hear about your career and your experience working at Acme Corp.
  • Im looking to make connections in the field.

Being explicit in what you want helps you secure the other persons time. It also makes it much easier for your target to actually help you when you do meet.

Formal Interview Invitation Email

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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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What To Include In Your Interview Invitation Email

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Typically, recruiters opt for the ultra-formal interview invitation email one that simply states that they reviewed the candidates materials and would like to set up an interview. While its important to be clear and concise in interview invitations, its also a great opportunity to create a stand-out candidate experience.

Use the interview invitation email to convey your excitement about the candidate, emphasize your company culture and highlight your employee value proposition. An upcoming interview whether over the phone or in-person can be a source of stress for job seekers, so go above and beyond to make them feel comfortable and confident.

Also, be sure to include all the information they might need to prepare. Doing so will make them feel valued, and theyll see you as an employer that truly cares. At the bare minimum, mention the following details in your interview invitation emails:

Template #: Final Interview

38 Professional Interview Acceptance Emails (+Smart Tips ...

Thanks for attending the recent interview for the role of Sales Assistant at XYZ Corp. I am glad to invite you to the final stage of the selection process on September 28th, 2018 at 10 a.m.

On that day you will be meeting with Ms. Ritter, our CEO, and Mr. Cotton, our Director of Sales. The interview will last no longer than one hour. After the meeting, we would love to have lunch with you and the rest of the sales team.

We are looking forward to seeing you again.

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Casual Interview Invitation Email

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If youre a young company that boasts a desirable startup culture, show it off by opting for a more informal interview invitation. Every stage of the interview process is an opportunity to showcase your culture and core values, so dont be shy. Again, your voice and tone should be consistent across every piece of collateral from your career page to recruiting email templates.

For casual, conversational interview invitation emails, use the following template.

Subject Line:: Interview Availability

Hi ,

Thank you for applying to the position at . Weve reviewed your application materials carefully, and were excited to invite you to interview for the role!

Your interview will be conducted and last roughly . Youll be speaking with , our here at .

Please let us know when you are available during the following times:

Thanks again for your interest in joining the team! Were looking forward to speaking with you.


The Right Voice Phrasing And Tone For Interview Invitation Emails To Candidate

Establishing the right voice in your interview invitation emails is crucial to setting the spirit and attitude of the interview itself. Maintain a voice that is consistent with that of your company, but also keep it light and conversational. If you need reference, check out some of your marketing materials and social media posts. These are good indicators of your companys voice. Even if your companys voice is direct and serious, keep the tone light and complimentary. An invitation to schedule an interview is an opportunity, so you should phrase it as that. An upbeat tone with simple phrasing will help candidates feel welcomed, appreciated and excited to interview!

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What If The Employer Says They Dont Have Any Feedback Yet

In some cases, the hiring manager or recruiter will reply to your follow-up email and say theyre still in the middle of the hiring process and dont have information about the next steps yet.

At times, theyll be specific about what theyre working on behind the scenes but often, they wont tell you the specifics.

Either way, I recommend responding with a brief email to keep the conversation alive and ensure that you stay in touch. By using the following email template, you give yourself an opening to follow up again if needed, too.

Interview Invitation Email To Candidates Template

How to schedule and Email interview candidate from Excel

Wondering how to write an email to schedule an interview with your candidates?

Use this template for interview invitation email to candidates in order to ask candidates about their availability to schedule a job interview. Sending an interview invitation email to candidates is important, and it needs to be optimized to increase the response rate. Give candidates suggestions of some available dates and times that work for you.

Download The Ultimate Candidate Interview & Employee Onboarding Checklist!

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What Is An Interview Reschedule Email

An interview reschedule email is a correspondence between an employer and a candidate that requests to reschedule an already confirmed interview for a more convenient day and time. It’s respectful to give as much notice as possible to the hiring manager so they can plan around your absence, get you on their calendar for another time and prevent further scheduling conflict.

There are a number of reasons why either a candidate or a hiring manager may need to reschedule an interview including:

  • Emergencies

Read more:10 Ways To Impress a Hiring Manager During an Interview

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:

Hi ,

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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Be Flexible With Time And Location

While you probably want to give a general window for when youd like to meet, leave it up to your target to determine the exact time and place.

Offer to meet them in their office or anywhere else it might be convenient. Offering to buy them a cup of coffee at a near-by cafe is always a nice gesture.

How To Write An Email To Reschedule An Interview

How To Write An Email To Schedule An Interview  business ...

Most employers understand that circumstances can happen that can change how available you are to attend a confirmed interview, but it’s crucial that you remain professional and inform the interviewer if you aren’t able to make an interview on the scheduled date and time. If you find yourself in a situation where you need to reschedule your interview, follow these steps:

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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.


What To Include In The Subject Line

Include the job title and your name in the email subject line:

Subject: Interview Confirmation Job Title – Your Name

Remember, the hiring manager is probably setting up several interviews, including your name makes it easier for them to keep emails sorted. It’s also helpful in case your email is forwarded to other interviewers.

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Email Template For Scheduling An Interview

Subject line: Invitation to interview / Interview with for the position

Hi / Dear ,

Thank you for applying to .

Your application for the position stood out to us and we would like to invite you for an interview at our office to get to know you a bit better.

You will meet with the department manager . The interview will last about minutes and youll have the chance to discuss the position and learn more about our company.

Would you be available on ?

Looking forward to hearing from you,

All the best / Kind regards,

Template #: Cold Email Interview Invitations

Calling Candidates to Schedule Interviews

I’m Amy. I’m Editor in Chief of XYZ Magazine. Just got done reading your article about lighting on LinkedIn and was inspired by your insights.

I would love to take you to a quick coffee next week to talk about the recent project you’ve done for ABC Journal. I can only imagine how busy you are this season, so I’d appreciate even fifteen minutes of your time. I am available to meet you wherever is convenient for you.

Here is my phone number: xxx-xxx-xxx. Looking forward to discussing what we can do together.


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Template V To Reply An Interview Email Confirming Time Schedule

Dear Angela Mellanby,

I received your Interview email on a happy note. I appreciate the swiftness with which your company operates as I got this email an hour after I applied and I am very enthusiastic to be a member of such a time-conscious team.The time stated 8:00 am, tomorrow morning at your companys premises.

I will be punctual.

Thank you for this great opportunity.

Sincerely yours,

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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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.



How To Ask For An Informational Interview

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  • Post author

    Whether reaching out to a colleague, old friend, or a stranger, email can be very useful.

    Since these folks are doing you a favor, the best approach is to be flexible their schedule and their convenience is primary.

    If food or drink is to be purchased, you are the person who picks up the check.

    Often now, you will find that a phone call, or even Skype or Facetime are preferred to an in-person meeting perhaps for you, too.

    A smart strategy may be to offer those options in your message, particularly if meeting in person is inconvenient for the person doing you a favor.

    To be most useful for you, consider the information you are trying to gather and the people you know who might be the best sources of that information or those who know someone who would be an excellent source of information.

    Following are 4 examples, depending on the situation, plus an example of a follow up message.

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    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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