Email interview invitations are formal communications sent by an employer to potential job candidates to invite them for an interview. These invitations usually contain details about the interview, such as the date, time, location, format, and any preparation required.
Interview scheduling emails are crucial because they set the tone for the interview process. They communicate the necessary details to candidates and help them prepare effectively. Moreover, they reflect the company's professionalism, organization, and respect for the candidate's time.
Crafting an effective interview invitation email ensures a positive candidate experience and reflects your company's commitment to professionalism and transparency. By paying attention to these key parts and employing these tips, you can create a compelling and engaging communication.
The subject line is the first thing candidates see, making it critical for encouraging them to open the email. It should be clear and engaging.
Tip: Keep the subject line concise and include the job title to give candidates context.
Examples:
A personalized greeting creates a positive first impression and conveys respect for the candidate.
Tip: Use the candidate's name and a friendly but professional tone.
Examples:
Briefly introduce your company and explain why the candidate is receiving the invitation. This provides context and shows transparency.
Tip: Keep it concise and highlight the candidate's strengths.
Examples:
This is the core of the email, providing essential information about the interview, such as date, time, location, and format.
Tip: Be clear, specify whether it's an in-person, phone, or video interview, and provide any logistical details.
Examples:
Request confirmation of the candidate's availability and provide any additional information they may need for the interview. .
Tip: Clearly state the deadline for confirmation and offer to answer any questions.
Examples::
End the email professionally and with appreciation for the candidate's time.
Tip: Use a polite and respectuful closing. The person you're writing to, can be your next colleague.
Examples:
The email signature identifies the sender and helps in case the receiver has any particular question.
Tip: Keep it short and sweet: Aim for a signature that is no more than 2-3 lines long.
Example:
Best regards,
[Your Full Name]
Vice President of People
[Your Company]
Other elements that might be relevant, however they are optional.
Mention who will conduct the interview.
Briefly describe what the interview will entail.
If they need to bring or prepare anything specific, state it here.
Scroll below to discover the 11 examples of interview invitation emails.
Some emails are easy to read and follow up on, while others are long, boring, or unclear. Find below our key recommendation for the HR managers who are writing their email invitations for interviews to new candidates:
For a formal interview, your tone should be professional, and the email should include all the necessary details about the interview, such as time, date, location, and the interviewer's name.
Subject: Interview Invitation for [Job Title] Position
Dear [Candidate's Name],
We were impressed with your application for the [Job Title] position at [Your Company Name]. We would like to invite you to interview with our hiring team formally.
[Provide interview details here]
Best regards,
[Your Name]
[Your Position]
__
If you want to nail the essentials of formal emails, we have a complete guide.
The tone can be a bit relaxed for a casual or informal interview. However, don't forget to include the necessary details and ensure the candidate knows it's still a professional engagement.
Subject: Let's Chat About Your Application for [Job Title]
Hey [Candidate's Name],
We enjoyed reviewing your application for the [Job Title] role and love to get to know you more. How about a casual chat with our team?
[Provide interview details here]
Best,
[Your Name]
Here, mention who referred the candidate and why you're interested in meeting them. The tone should be welcoming and appreciative.
Subject: Interview Invitation for [Job Title] Position
Dear [Candidate's Name],
I hope this email finds you well. We are glad that for the [Job Title] position at [Your Company Name], your name was recommended by [Referring person]. We have reviewed your resume and believe your experience will be well received in our organization. This is why we would like to invite you to interview with our team.
The interview is scheduled for [Date] at [Time]. It will be held at our office at [Address], and you will meet with [Interviewer's Name, Job Title].
The interview is expected to last about [Length of Interview]. During this time, you'll have the opportunity to learn more about the role and our company, and we'll get to understand more about your skills and experiences.
Please bring a copy of your resume and any other materials you feel we should review. If there are any changes, please let us know.
We look forward to meeting you. If you have any questions, please contact me at [Your Email or Phone Number].
Best regards,
[Your Name]
[Your Position]
If you’re the HR manager and receive an email directly from one of your coworkers about a potential new hire, we have a draft email you can use anytime. Don’t forget to personalize according to your needs.
Subject: Referral interview for Product Lead role
Samantha,
Thank you for referring Maria Johnson to our open Product Lead position - we appreciate referrals from top talent like yourself. I would like to extend Maria an interview based on your recommendation.
Please pass along my contact to Maria. I'm available the following Monday or Wednesday afternoon to discuss the role and her experience in more detail. The team is excited to meet someone with expertise in driving innovations.
Let me know if Maria is available on those days, and I will schedule an hour on both our calendars. Thanks again for looking for great people who may be a strong cultural fit here.
Best,
[Your Name]
When scheduling such interviews, begin by acknowledging the previous interaction and express your ongoing interest in their profile. Be sure to express your interest clearly to make the candidate feel valued.
Subject: New Employment Chance with [Company Name]
Hi [Candidate's Name],
I hope our email finds you well. According to our database, you submitted an application for [Previously applied position] at our organization in [Month/Year]. Although we chose a different path for that post, we kept your resume in our records since it pleased us.
A new position <Position Name> has opened up, and we believe you will be a good fit. As we actively interview people, we would like to know if you are further interested in working at [Organization name]. We can arrange an interview to further this up if you are also excited about this. Here are the suggested times. Please specify which one suits you the best.
Find the job description for the new role attached to this email.
Looking forward to your response.
Kind regards
[Name and signature]
Provide a few time slots and ask the candidate to confirm their availability. Also, mention who will make the call.
Subject: Invitation for Phone Interview - [Company Name]
Dear [Candidate's Name],
We were impressed by your application for the [Job Position] at [Company Name], and we would like to invite you for a phone interview to discuss your qualifications and potential fit for our organization. Your skills and experience align well with the position's requirements.
The phone interview will provide an opportunity for us to learn more about your background and for you to gain a better understanding of our company culture and the responsibilities associated with the role. We are excited to explore how your expertise can contribute to our team's success.
Please let us know your availability during [specific date(s) and time(s)] for a 30-minute phone call. If none of the suggested times work for you, kindly provide alternative options, and we will do our best to accommodate your schedule.
Please reply to this email with your preferred date and time to confirm your availability. Additionally, please provide us with a contact number where we can reach you for the interview.
We look forward to speaking with you and getting to know you better.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
In this case, include the platform to use (like Zoom or Google Meet) and any necessary login details or links. If needed, have a backup plan in case of technical difficulties.
Subject: Invitation for Video Conference Interview - [Company Name]
Dear [Candidate's Name],
Congratulations! We have thoroughly reviewed your application for the [Job Position] at [Company Name], and we would like to invite you to a video conference interview. We were impressed by your qualifications and believe that you could be a valuable addition to our team.
The video conference interview will allow us to delve deeper into your experiences, skills, and how they align with the role's requirements. Additionally, it will enable you to learn more about our company's mission, values, and the team you will be working with.
We propose the following date and time for the video conference interview: [specific date and time]. If this time is not suitable for you, kindly let us know, and we will work together to find an alternate time that accommodates your schedule.
To confirm your availability, please reply to this email with your acceptance and any alternative suggestions for the interview time. We will provide you with the details and instructions for the video conference.
We are excited to discuss your potential contributions to our organization and look forward to meeting you virtually.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Here, provide precise details about the location and how to get there. You may also want to inform them about your office's security measures.
Subject: Invitation for In-Person Interview - [Company Name]
Dear [Candidate's Name],
We appreciate the time and effort you have put into applying for the [Job Position] at [Company Name]. After careful consideration, we are pleased to invite you for an in-person interview at our office.
The in-person interview will allow us to assess your qualifications, discuss your experiences in more depth, and evaluate your fit within our team. We were impressed by your background and believe that you have the potential to make significant contributions to our organization.
We propose the following date and time for the interview: [specific date and time]. Please let us know if this works for you, and we will provide you with further details, including the interview location and any necessary instructions.
Should you require any accommodations or have any specific requirements for the interview, please inform us in advance, and we will do our best to accommodate your needs.
We are excited to meet you in person and discuss your potential role at [Company Name].
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
For a second interview invitation, acknowledge the candidate's progression in the hiring process and provide details about what to expect in this round.
Subject: Invitation for Second Interview - [Company Name]
Dear [Candidate's Name],
We would like to express our appreciation for your participation in the initial interview process for the [Job Position] at [Company Name]. After careful consideration, we are impressed by your qualifications and would like to invite you for a second interview.
The second interview is a crucial step in our selection process, and it will provide an opportunity for us to delve further into your skills, experiences, and how they align with our organization's needs. During this interview, you will have the chance to meet with key stakeholders, including members of the leadership team and potential colleagues.
We propose the following date and time for the second interview: [specific date and time]. If this time does not work for you, please let us know, and we will work together to find an alternative time that accommodates your schedule.
Please reply to this email to confirm your availability and acceptance of the second interview invitation. We will provide further details, including the interview format, location (if applicable), and any necessary instructions.
Thank you once again for your interest in joining [Company Name]. We are excited to continue the conversation and explore your potential contributions to our organization.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Clearly state that it will be a group interview, who they'll meet with, and what the process will look like.
Subject: Invitation for Group Interview - [Company Name]
Dear Candidate,
Thank you for your interest in the [Position name] at [Company Name]. We are impressed by your experience developing innovative products and are excited to learn more about your vision and leadership approach.
I am pleased to invite you to the group interview stage of our selection process. This will take place next [date/time] at our downtown office.
The format of the group interview will include:
Please come prepared to discuss your experience building high-performing teams and designing impactful products. Formal business attire is recommended.
Confirm your attendance by replying to this email by this [Date]. We'll then send logistics details and expectations for the afternoon.
We look forward to meeting you. Please let me know if you have any other questions.
Thank you,
[Your Name]
Convey the importance of this stage and encourage them to reach out with any questions. You may also want to provide details about the final step.
Subject: Final Round Interview Invitation With [Company Nane]
Dear [Candidate name],
We were incredibly impressed by your background and insights during our previous conversation. I believe you would be an excellent addition to our leadership team.
I would like to invite you to the final round of interviews for the [position name]. This will involve meeting with myself and other executives and presenting your [specific details such as a vision for transforming our operations over the next five years].
Does [provide the date, i.e., Friday at 1 p.m.] work for your schedule? Please let me know, and I will ensure it is blocked off on everyone's calendars. I'm looking forward to finishing this process and hopefully welcoming you to [Company Name].
Regards,
[Your Name]
Subject: Confirmation and Reminder - Interview for [Job Title] at [Your Company]
Dear [Candidate's Name],
We hope this message finds you well. We wanted to confirm your upcoming interview for the [Job Title] position at [Your Company].
Interview Details:
Please arrive promptly and bring any necessary documents or materials. If you are attending a video interview, ensure your equipment is in working order.
If you need to reschedule or have any last-minute questions, please contact [HR Contact Name] at [HR Contact Email].
Thank you for your continued interest in [Your Company], and we look forward to our discussion.
Best regards,
[Your Name]
[Your Role]
[Your Company]
And if you're looking for a general email template to setup your interview, well, we have one below you can customize according to your needs.
Subject: Invitation for [Job Title] Position Interview
Dear [Candidate's Name],
I hope this email finds you well. I am pleased to inform you that we were impressed with your application for the [Job Title] position at [Your Company Name]. We would like to invite you to interview with our team.
The interview is scheduled for [Date 1] at [Time 2] or [Date 2] at [Time 2] according to your availability. It will be held at our office at [Address], and you will meet with [Interviewer's Name, Job Title].
The interview is expected to last about [Length of Interview]. During this time, you'll have the opportunity to learn more about the role and our company, and we'll understand more about your skills and experiences.
Please bring a copy of your resume and any other materials you feel we should review. Please let us know if there are any changes or if you need any accommodations for the interview.
We look forward to meeting you. If you have any questions, please contact me at [Your Email or Phone Number].
Best regards,
[Your Name]
[Your Position]
Key Takeaways
Remember, the interview invitation email is often the first interaction a candidate will have with your company. Make it count by following these best practices, setting a positive and professional tone, and providing all the necessary information. This will help ensure a smooth and effective interview process for the candidate and your team.
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